Wrap Your Arms Around AI: Information and Data Mapping (Session 3)

Part 1: AI Governance

Session 3: Navigating the Digital Maze with an Information Map

When you planned your last trip, you opened your favorite map app and generated directions to the destination.  Wouldn’t it be great if you could just ask your computer where the file is located from that project you completed last year, or which system contains the inspection reports?  Your favorite AI tool will only be able to provide an answer if the correct data is available to the AI tool, you have security access, and the nugget of information has appropriate metadata assigned. Just as you need a map to help you find your way to your next great vacation, you need a map to define your organization’s digital maze.  This not only helps you locate what you need but assists in defining what systems AI tools need to access.

An Information and Data map depicts where your information is located and how it flows through your organization.  To create the map, start by creating a comprehensive compilation of what document types the organization has, where documents are stored, who uses the document, how the document is used, document criticality, the name of the digital system storing the documents, and how the associated digital systems interact.  The process can be taken a step further and the record retention series may also be assigned to each document type identified.  Once the information is gathered, a pictorial view showing how the digital systems interact (or don’t interact) is generated.

The next step is to perform a SWOT analysis and create a plan to address gaps.  The Information Map may be used for generating a taxonomy or metadata schema.  As the map will also highlight document criticality, it may lead to the generation of a Knowledge Management tool that provides easy access to critical documents.  The possible outcomes are endless, and the benefits are bountiful! 

While the description of what to do seems simple, creating an Information Map is time consuming.  To reap the rewards, the map must be comprehensive to the organization.  Once you have the map, assigning which platforms your generative AI tool may access is simplified as you have a list of what is where.  If all existing locations have appropriate security in place, the new AI tool may be able to utilize that security to ensure that information is only accessible by the intended audience.  The map is a ‘living document’.  Keeping it accurate and current is critical to ensure that when it is consulted, the user is confident they have reliable information.

The next session will begin Part 2 of the Series – Knowledge Management.  Session 4 will cover Developing a Knowledge Management Framework.  Knowledge Management has been mentioned several times, let’s look at what a solid framework looks like and how it allows you to safely implement AI tools.

IM Visibility Information

IM Visibility provides clients with practical approaches for protecting information assets. Regardless of industry or company size, managing information assets in the age of AI is crucial.  How these new tools are implemented must be managed from a technical and people perspective.  Let IM Visibility support your next project to ensure that your information gets the protection required while meeting the technical and cultural needs of your organization.

Cathy Blosser is the owner and principal consultant for IM Visibility. She is a certified Change practitioner and certified Information Governance practitioner.  She is available to support your project or speak to your organization.

The Octopus Den

In this region, the Atlantic White-Spotted Octopus is less common than the 2 previous species. It is characterized by its white spots.  These pictures were taken at night.

Octopus pictures are provided courtesy of Panacea Place – a short-term vacation rental in St. Croix, USVI.   www.panaceaplace.com