How to track a Data retention/Blocking concept in IRM and relate it to Information Objects

[Bruno De Graeve]

How would you track a Data Retentions/Blocking Concepts in IRM and relate it to CSDM Information Objects ?

In our customer's COE, we want to track which data retentions apply for the various data entities we govern in our process streams.

For instance, in our Case Management streams we need to keep Cases, Interactions and Escalations for x amount of years and should delete the data after another couple of months/years.

Our idea is to create Information objects and link these policies to the Information Objects. At the same time, we also can link (with a small customization) the Data Management jobs and Archive Rules to the Information Objects. These are the results of the policies. 

In other words, around the Information Object, one can relate the policies and the actions how to apply these policies. All in one single place.

How can IRM help with this and how could we use this as an argument to upsell it ?

[yveswullaert]

I would enhance the Information Portfolio Data Model (https://docs.servicenow.com/bundle/sandiego-it-business-management/page/product/application-portfoli...) 

and go to CSDM 5.0 where you link the information objects as well to the capabilities and business processes (in or out).

Further i would prefill the standard Data domains (Account Records, Personal Records,...) linked to the Legal Policies (GDPR, EAR,ITAR,PCI,SOC,HIPAA,ASH,...). I suggest to add a Retention Table in IRM where you link these data domains to all countries with their legal retention periods (example Germany, Customer Invoices, 10 years). This i would monitor in IRM and then maybe automate workflows to delete the data in Archiving systems (SOLIX, SAP ILM,...). Furthermore i would integrate it with Strategic portfolio management (SPM,APM) so when you do Merger and Acquisitions (M&A) you can track the application replacements and data archiving. 

You can even interface these infos to EA tools like LeanIX, plus you can upload these retention periods automatically using csv from specialized companies like filerkeepers or even a direct integration.

This would be a very valuable upgrade of IRM to include ILM (information Lifecycle Management)