While the provided reference specifically defines Information Management Policy, which focuses on governing information assets, an Information System Management Policy is a closely related framework that governs the information systems and infrastructure used to manage those assets. Think of it as the policy covering the "how" – the systems and technology – that supports the "what" – the information management goals.
Understanding Information Management Policies
According to the provided reference:
An information management policy gives staff direction for creating, capturing and managing information assets (records, information and data) to satisfy business, legal and stakeholder requirements.
This definition highlights that an Information Management Policy is primarily concerned with the lifecycle and governance of the information itself, ensuring it is created, stored, used, and disposed of properly to meet various needs like business operations, legal compliance, and stakeholder trust.
Connecting Information Management to Information System Management
Information systems (like databases, applications, networks, servers) are the essential tools and platforms organizations use to implement their Information Management Policies. An Information System Management Policy builds upon the principles of the Information Management Policy by defining rules and guidelines for the effective, secure, and compliant operation and management of these underlying systems.
Essentially, the Information System Management Policy ensures the technology environment enables staff to follow the directions set out in the Information Management Policy.
What an Information System Management Policy Typically Covers
An Information System Management Policy provides a structured approach to governing the technology infrastructure. Its scope is broad, covering various aspects crucial for maintaining the integrity, availability, and confidentiality of the information handled by these systems.
Key areas typically addressed include:
- System Security: Defining requirements for protecting systems from unauthorized access, use, disclosure, disruption, modification, or destruction.
- Access Control: Establishing rules for who can access specific systems and data within them, based on roles and responsibilities.
- Data Management within Systems: Policies for how data is handled, stored, backed up, and recovered within the systems to ensure reliability and integrity.
- Infrastructure Management: Guidelines for the setup, configuration, maintenance, and monitoring of hardware, software, and network components.
- System Lifecycle Management: Policies for acquiring, developing, implementing, operating, maintaining, and decommissioning information systems.
- Compliance: Ensuring systems meet legal, regulatory (like GDPR, HIPAA, CCPA), and internal policy requirements related to information handling.
- Incident Response: Procedures for responding to security breaches, system failures, or other incidents affecting information systems.
Key Areas Addressed in Practice
Policies in this domain often break down into specific, actionable guidelines:
- User Authentication & Authorization: Requirements for strong passwords, multi-factor authentication, and role-based access.
- Software Patching & Updates: Mandates for keeping system software current to address vulnerabilities.
- System Monitoring & Logging: Requirements for tracking system activity to detect anomalies and security events.
- Backup and Disaster Recovery: Policies ensuring data can be recovered and systems restored after an outage.
- Data Encryption: Guidelines for encrypting sensitive data both in transit and at rest within systems.
- Change Management: Processes for approving and implementing changes to systems to minimize risk.
Why are These Policies Important?
Having clear Information System Management Policies is vital for several reasons:
- Protecting Information Assets: By securing the systems that hold information, the policy directly contributes to protecting the assets defined in the Information Management Policy.
- Ensuring System Reliability: Policies promote best practices for system maintenance and operations, reducing downtime and ensuring business continuity.
- Meeting Compliance Obligations: Many regulations require specific technical and operational controls over systems handling sensitive data.
- Supporting Business Processes: Reliable and secure systems are fundamental to efficient business operations.
Comparing Information Management and System Management Policies
Here's a simple comparison of the focus areas:
| Policy Type | Primary Focus | Governs |
|---|---|---|
| Information Management Policy | The information assets (records, data) themselves | How information is created, captured, used, stored, disposed |
| Information System Management Policy | The technology used to handle information assets | How systems are managed, secured, operated, and maintained |
While distinct, these policies are interdependent. An effective Information Management Policy defines what needs to be managed and why, while a strong Information System Management Policy defines how the technology will support those requirements securely and reliably.
