Creating a Governance Policy Checklist
By Eric Riz

Managing structured, dark, unstructured and semi-structured data

A Governance Policy Checklist for managing structured, dark, unstructured and semi-structured data is vital for organizations aiming to optimize operational efficiency, ensure compliance and enhance strategic decision-making. This checklist serves as a foundational tool that mitigates risks associated with data management, such as breaches and unauthorized access, thereby protecting the organization against potential financial, legal and reputational damages. Moreover, it ensures adherence to various data protection laws, like GDPR and HIPAA, helping organizations navigate the complex landscape of regulatory requirements and avoid severe penalties.

Implementing a robust governance policy not only elevates data quality across all forms but also standardizes data handling procedures, leading to increased operational efficiency and resource allocation. It supports a strategic alignment of data management practices with organizational goals, fostering a culture of data responsibility and paving the way for scalability and innovation. As such, a governance policy checklist is not merely a compliance requirement but a strategic asset crucial for securing, managing and leveraging data in today’s increasingly data-driven world.

Ensuring that all data types within an organization are thoroughly understood is essential for effective data management and governance. This begins with a comprehensive data classification system that identifies and categorizes data based on its type, sensitivity, and value to the organization. By distinguishing between structured, unstructured, semi-structured and dark data, businesses can tailor their data handling strategies to maximize efficiency and compliance (see Figure 1). For instance, structured data may require robust querying capabilities, while unstructured data might need advanced analytical tools for extraction of useful insights. Understanding these distinctions helps in implementing appropriate security measures, access controls and data lifecycle management practices.

Furthermore, clear comprehension of data types facilitates better risk management, ensures compliance with regulatory standards and enhances decision-making processes by ensuring that stakeholders have access to accurate and relevant information.

Governance Policy Checklist

Here is a checklist designed to help you establish a governance policy inclusive of the unique challenges of managing structured, unstructured, semi-structured and dark data.

1. Data Classification and Inventory
  • Identify and classify all data types across the organization.
  • Develop an inventory of all data assets, including their source, type and current usage.
  • Tag sensitive data for special handling, including PII (Personally Identifiable Information), financial data or proprietary business information.
2. Data Ownership and Stewardship
  • Assign data ownership for each type of data, ensuring accountability.
  • Define roles and responsibilities for data stewards and custodians.
  • Establish governance committees to oversee policy implementation and compliance.
3. Data Quality Management
  • Implement data quality standards to ensure accuracy, consistency and completeness of structured data.
  • Develop procedures for assessing and improving the quality of unstructured and semi-structured data.
  • Regularly audit dark data to identify valuable information or eliminate obsolete data.
4. Data Access and Security
  • Implement access controls based on the classification of data.
  • Regularly review access logs and permissions to ensure only authorized personnel can access sensitive data.
  • Encrypt sensitive data in transit and at rest, especially for unstructured and dark data.
5. Data Retention and Archiving
  • Develop a data retention policy that aligns with legal, regulatory and business requirements.
  • Automate the archiving of data that is no longer in active use but must be retained.
  • Periodically review archived and dark data to determine if it should be retained, repurposed, or securely deleted.
6. Data Privacy and Compliance
  • Ensure compliance with data protection regulations such as GDPR, CCPA or HIPAA.
  • Implement privacy-by-design principles, embedding privacy considerations into the data lifecycle.
  • Regularly update policies to reflect changes in regulations and emerging data governance best practices.
7. Data Usage and Analytics
  • Establish guidelines for the ethical use of data, particularly unstructured and dark data.
  • Encourage the use of advanced analytics tools to extract insights from semi-structured and unstructured data.
  • Monitor data usage to ensure compliance with governance policies and to maximize the value of all data assets.
8. Data Lifecycle Management
  • Develop a clear roadmap for data from creation to disposal.
  • Implement workflows for the management of data across different stages of its lifecycle.
  • Integrate lifecycle management with data governance tools to automate and enforce policies.
9. Training and Awareness
  • Conduct regular training sessions on data governance policies for all employees.
  • Develop specialized training for data stewards, owners and custodians.
  • Promote a culture of data responsibility through ongoing communication and awareness programs.
10. Continuous Monitoring and Improvement
  • Set up a continuous monitoring system to ensure adherence to governance policies.
  • Regularly review and update the governance policy to address new challenges and technologies.
  • Benchmark your data governance maturity and identify areas for improvement.
A robust governance policy is not just a compliance requirement but a strategic asset that ensures the integrity, security and usability of your data. By following this checklist, your organization can effectively manage structured, unstructured, semi-structured and dark data, driving better decision-making and minimizing risk.

Whether you are at the beginning of your data governance journey or looking to refine your existing policies, this checklist serves as a practical guide to achieving comprehensive data governance across all data types.

An established leader focused on corporate efficiency, strategy and change, Eric Riz founded data analytics firm VERIFIED and Microsoft consulting firm eMark Consulting Ltd. Over a 20-year career in the Microsoft space, Eric has worked extensively in the areas of document and records management, web content management, portals, digital business and process analysis, analytics, metadata, and data management. His outlook on Blockchain, WEB3, governance, and change management is welcomed internationally as a keynote speaker and author, offering thought leadership on data strategies and solutions, and shifting corporate focus to the organization’s specific needs. Visit www.ericriz.com for more information on how to govern your data journey.