Oversight over time.
WHAT GOVERNANCE SHOULD COVER
Which systems exist and who owns them What each costs Changes and their approval Access and its review Compliance obligations The roadmap
WHY OWNERSHIP MATTERS
Systems without an owner decay, and nobody decides about them.
WHAT AN OWNER IS RESPONSIBLE FOR
Whether it meets the need Its cost Its data quality Decisions about change
WHAT A SYSTEM INVENTORY SHOULD RECORD
Purpose Owner Users Cost Contract dates Data held Integrations
WHY CONTRACT DATES SPECIFICALLY
Renewals occur automatically, and notice periods are missed.
WHAT SHADOW SYSTEMS ARE
Applications adopted without oversight.
WHY THEY PROLIFERATE
They are easy to purchase and solve an immediate problem.
WHAT THEY RISK
Data outside governance Duplicate spending Security exposure Dependence on an individual
WHAT TO DO
Discover them, and bring them into the inventory.
WHAT TO REVIEW ANNUALLY
Whether each system is still needed Whether costs are justified Whether usage matches licensing
WHY LICENSING SPECIFICALLY
Paying for unused seats is common, and reclaimable.
WHAT TO DECOMMISSION
Systems no longer serving a purpose.
