Information Management: Governance and Security at Proctor & Gamble

This report delves into the critical aspects of information management, governance, and security, using Proctor & Gamble (P&G) as a case study. It begins with a literature review of information governance and security, emphasizing their importance in protecting organizational data, ensuring legal compliance, and managing risks. The report then explores the roles and responsibilities of senior leadership in information governance within P&G, highlighting the qualities of effective leaders, including sincerity, communication skills, and decisiveness. It examines the use of information systems and technology, along with potential improvements to enhance P&G's information management practices. Furthermore, the report underscores the significance of security in information management, detailing the CIA triad (Confidentiality, Integrity, and Availability) and their implications. The conclusion summarizes the key findings, emphasizing the importance of robust information management strategies for business success.

INFORMATION
MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
1.1 Literature Review of Information Governance and Information Security......................3
2. Role and responsibilities of senior leadership in information governance of Proctor and
Gamble(P&G).........................................................................................................................6
3. Use of information systems and information technology ..................................................8
4. Possible improvements to organisation’s use of information systems...............................3
5. Importance of security in information management..........................................................4
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
The Information management is a concept of collecting information from different
sources and then providing that collected information to the one or more users of that
information, this information is need to be managed. In this report we will discuss about concept
of Information Governance and Information security and there importance in the field of
management. Proctor and Gamble is the multinational American brand producing large varieties
of consumer goods. It is a leading brand in the field of consumer related products, developed in
the year 1837. The company holds more than ten subsidiaries holdings under it banner. With
reach to the global markets of some dominant areas of the world(Laudon and Laudon., 2015).
1.1.A literature review of Information Governance and Information Security.
It is the vast concept in the field of management. The information governance helps in
protecting the information of the organisation. It is a growing discipline in the areas of
management because it helps in getting legal compliance, legal discovery and they include many
things under it i.e. information security, data governance, IT management, audit, analytics,
enterprise archiving, data storage and archiving and much more. IG helps to get management the
protection for there information and help and leverages technology department to protect that
information from the legal discoveries, external regularities. The IG refers to protection of
information from it gathering till it becomes the business assets (Tallon, Ramirez and Short,
2013).
Importance of Information Governance: The IG is the crucial aspects of management as it is protected the every
information of the management reaching from day to day information to the confidential
matters related to the employees or the documents of company. It improves compliance and reduce risk:IG helps in improving compliance as it makes
easy for the company to know what information is useful one and which will waste time
of company. Also, when information is collected from the audit and analytics it reduces
the business risk. Retention of employee information: The information with regard to the employees of the
company there personal data and details like; phone number, address and other legal
information is protected through IG.

 Improves the decision-making: Information requirement of large companies' is more
than smaller and medium sized companies'. Now to gather right information will
facilitate the proper and on time decision which helps organisation to get maximum
benefits in long run. Maintain trust of customers: The details and information shared by the consumers are
high confidential matter of company, as consumers provide there personal details like;
name, address, e-mail address, etc. there is a need to keep them confined and sharing of
them or leakage of such information may hampers the image of company. IG helps to
protect these details in proper way and help firm to give better services to there customers
and maintain there faith in organisation. Enable to reach the social media platforms and new information channel
: Most of the communication is occurred outside the walls of company these informations
are generated through the social media platforms and the other communication networks
like SMS, etc. if company has good Information Governance then it can apply tit to these
platforms and can gain more irrelevant information with respects to there products and
services. Relevant Information: The IG process helps only to focus on the relevant information
that can be turned into the business assets. It is build on the concept of choosing and
getting out the relevant information out of the provided data. This essential as the process
deepens data provided becomes vast and necessary data cannot be sorted out of it which
is only possible through IG (Ragan, 2013). Helps to get redress al of the queries: The queries which company gets in relation to it
products/services it becomes the duty of organisation to redress it. The information
Governance helps to identify the relatable question which needs to be answered by
company. Better environment: When an organisation focus on the relevant information and wisely
implements it into the action then it creates the proper and managed environment within
organisation and it reduces the untimely panic between the mangers and the employees, it
helps them to work with more focus. More-over when company keeps it employees
details and information confidential it creates them the sense of protection and they feel
safe and work towards the attainment of the goals and objectives of company.

Information Security:
The Information security refers to securing of information from unauthorised use, access,
or modification, disruption or destruction of information provided any. It is done in order to
maintain it integrity, confidentiality of the data. It can be done to protect either the digital or non-
digital information or both. The Information Security is the tool and the techniques followed by
company/organisation to protect it important matters and sensitive information which cannot be
disclosed without permissions like;, undisclosed companies polices to other company or firm and
undisclosed plans or strategies of company from there competitors and other important
information (finedo, 2014).
Importance of Information Security in the Information management: The commonly known as Info sec or Information Security is an important and essential
tool to protect and secured the data of an organisation as the company expands it business
and as they introduce different products/ services, increases there employees, etc. this in
turn increase the information the company holds among them there are certain essential
information which are related to company directly is needed to be protected if these
informations are been disclosed without prior permissions from the company, they may
hamper the performance and image of the company in the market. Thus, here are some
importance of Information Security in the form of CIA triad model i.e. Confidentiality,
Integrity, Accountability (Järveläinen, 2013). Confidentiality: The word confidentiality refers to Privacy. This privacy is given by the
company with regard to stop the unauthorised access or reach to the certain types of
information, in general it is a set of rules or promises that limits the access of one person
to the said information. The company would follow the same procedure of rules or
promises to keep it information private. The confidentiality factor is achieved through the
Information Security as an important and sensitive information is remained undisclosed
to the unauthorised party/ people. Now, which data should be remain undisclosed should
be chosen wisely if company dose not disclose the necessary information which is
required by the outsider party then it will affect company performance.

 Integrity: Keeping of data accurate and consistent without any alteration in the database
and data warehouse refers to data integrity. Data integrity is refers to checking up the
fidelity and validity. It is done to see whether the given data remains the same from the
position of creator to the recipient. The Info secs should see that the data must not be
changed or altered from the data base. It should stop the modification or distortion of data
from the original context (Armstrong and et. Al, 2012). This enable company to keep it
data in original context and protect it from unauthorised access thus increasing the
reliability and accuracy of data, it can be used by the other parties or outsiders who are
interested in the firm positions.
 Availability: It refers to providing of data or relevant information as when required by the
different parties for different purposes. The information security helps to get the
preserved data/information on time.
2. Role and responsibilities of senior leadership in information governance of Proctor and
Gamble(P&G)
Leadership is a quality of an organization which helps to set and achieve challenging
goals, and taking decisions that are beneficial for them. Leaders focus on an organization’s
strengths to analyse its current situation. They help to motivate employees and guide them to
make them understand their work. A good leader tries to connect to their team members. A good
leader empowers employees with honesty and transparency to work hard in the company. A
good leader has various qualities which can be used by him in planning and making strategies
(DuBrin, A.J. 2015).
Qualities which a good leader must have been as follows:
1. Sincerity: It is very important for Procter and Gamble to have a sincere and enthusiastic
leader who will ensure that the workforce station is working properly. Being enthusiastic
helps a leader to identify the existing key problems in a company.
2. Communication Skills: Communication skills play an important role in any business as
it is the common base to interact with their employees. With good communication skills,
it is very easy for the leader to work with them. Leaders who fail to develop these skills
are often categorized as being weak.
3. Loyalty: Loyalty towards their work is a key rule to work in any company. It helps other
employees to work properly.

4. Decisiveness: It is a quality which can be beneficial to gain profits and can earn good
revenues (Fairhurst, G.T. and Connaughton, S.L. 2014).
5. Competition: There is a huge competition in the market, so it becomes very difficult for
the company to hire a good leader, who has a better understanding of the company’s
products and services. They understand company’s goals, processes, and procedures.
There are different roles and responsibilities of a senior leadership in the company which
must be accomplished by them. It shows optimism and provides positive energy for staff which
helps them to work effectively and efficiently (Galliers, R.D. and Leidner, D.E. eds. 2014).
Different roles and responsibilities of a good leadership is explained below:
 Identifying and implementing strategy for accomplishing vision: The senior
leadership in Procter and Gamble helps to identify company's vision and mission and
tries to make strategies which can help them to accomplish their tasks and can achieve
desired objectives or goals. He should be sure that the entire staffs are aware of
company's vision and mission. To understand their goals and objectives to achieve by
providing their services to customers in the market.
 Representative of organization: A good leader represents the company in market and
can affect its reputation in positive way. He has to represent the company at seminars,
conferences, general meetings, etc in order to make public aware of their new products
and services launched in the market. His role is to communicate with public. He is also a
representative of his own department in which works for the company (Northouse, P.G.
2018).
 Leading Staff and Volunteers: He must lead his team and ensure that every member is
working appropriately and doing their work in the given time period. This will help the
company to deliver their products and services on time in the market. He leads team in
such a way that it maintains work environment to be healthy so that all members are
happy.
 Solving Complaints: To check all the complaints and feedback from their customers is
very important and this process is done by leaders only. This will help them to make
improvements in their products and services.
 Organizing Promotional Events: Organizing promotional events in public to promote
their services and newly launched products in the market. For this, he can choose any

option available in the market such as by advertising in newspaper, by organizing
campaigns, through social media like Facebook and Twitter, through public meetings,
etc. This will ensure that customers get information regarding their products and offers.
This will attract more customers towards them (Soomro, Z.A., Shah, M.H. and Ahmed, J.
2016).
 Controlling: It's a process which helps to ensure that every department is working
properly in company. In this method, he reviews the performance reports, sales numbers
and cost efficiency of products delivered in market. In a system, good leadership controls
over entire team and delivers the best work. He also ensures that the products are good in
quality and quantity as well.
 Organizing and Planning: Analysing that everything in company is going smoothly, is
also important for leader to analyse. Strategic planning is important for every business to
move forward in market.
 Training: Giving proper training for skill development of employees is also monitored
by leaders only. This practice ensures that they have a good knowledge of their work.
This helps to give their best in the work place. Giving them proper training will make
them more enthusiastic towards their work.
 Responding to threats: He has to be aware of surroundings market to maximize
opportunities for change in strategies. He should be aware of their competitors. It is very
important to evaluate competitors’ nature and their products that available in the market
which can give them a tough competition (Ward, J. 2016).
3. Use of information systems and information technology
Information System
It is a systematic collection of data in an organised form. It is referred as mixture of
hardware, software, data, business process and its functions which are used to enhance
management and effectiveness. It works on an external environment which tells us about
converted information.

Information technology
Information technology works to store data, transmitting and getting back data if it is lost
(Hamidi, 2018). Person can also change the data in it. Its basic work is to manage data. It can be
in the format.
Procter and Gamble- It is an American based Multinational Company. Its founders are
William Proctor and James gamble. It’s headquartered in Cincinnati, Ohio, U.S.A. It
provides consumer goods and founded on October 31, 1837.
The information system used by this company is SAP, ERP.
ENTERPRISE RESOURCE PLANNING- It is made up of three basic words that is
enterprise, resource, and planning. Enterprise means area in which person is working . Resource
means the raw material which the company is using. Resources are limited and enterprise should
use it effectively (Mahmud, Ramayah and Kurnia, 2017).
Planning means advance thinking about every activity. It is necessary in every type of
work. It is a business management software and its core work is to collect, manage and interpret
data. Orders, purchase orders, payrolls are maintained by the ERP only which makes sure that
the flow of information should be in all business functions and stakeholders. ERP is used by
small, medium, and large enterprises (Chofreh, Goni and Klemeš, 2018). ERP makes sure that
they work without errors in any transaction and production to increase growth of an organisation.
It works on different hardware and software by operating in the database. Earlier it was
operating on large companies. For storing the information, erp uses the same database with
different functions.
BENEFITS OF ENTERPRISE RESOURCE PLANNING
Rivalry -this software needs huge investment but it can cost more, if company is using other
software. There are some manufacturers who always follow old methods and at last find
solutions to their problems.
The best way of working- the software makes sure that this don't make repetitive data again and
again. By using this, minimises work manually (Chofreh, Goni and Klemeš, 2017). This
software makes company to work easily.
Making assumptions about future- Assumptions about future must be correct. Manager has to
make decision accurate about future because information is stored in ERP is always correct.

Measurable- software makes possible that if new users enter then provide solutions time-to-
time (Féris, Zwikael and Gregor, 2017).
Working together – All departments should work together. No department want to work
separately. Therefore, Enterprise resource planning makes department to work to together
and enhances team spirit.
Long Run Customer Service – through Enterprise resource planning system organisation can
work to maintain long run customer services. It provides the best quality services to
customers. Through this software organisation can easily get the history of customers so to
retain customer in the organisation (Mann and et.al., 2017).
Secure- data is secure in the Enterprise resource planning system. It is the best place to store
data. This is new system which can enhance accuracy, consistency, and security of data.
There are many brands that are facing challenges making an image on people so they
come with an idea to make its presence on the social media. By social media campaign person
can attach emotionally.
When company is on social media, people get to know more about their profile.
Customers are attached to the company by social media. By making presence on the cloud
services, it is beneficial for employees. By storing on cloud refers that you and your team
member can open data anytime and anywhere. In other software, the employees has to make
update on it. (Hamidi, 2018). However, in cloud services it is already updated. Earlier the
company was using technology that was too much expensive but by using the cloud services the
small business has to pay only that amount which they used. The expense was less after using the
cloud services. On cloud services our data is fully secured.
Impact of Social Media on Employees
Earlier the employees have to make strategies for making their presence in mind of
customers but now employees have to make little hard work for positioning on the mind of
people. Earlier employees have to research in market to analyse market conditions but now there
is online feedback is available. Company just have to make strategies for increasing sales (Tuten
and Solomon, 2017). Employees have to make little hard work because increase in sale is also
done by social media and awareness about products and services. The creative team was there to
make product and services more attractive and they work on papers but now being on social
media they have to make designs online. It saves time of employees as well as extra handwork

which employees put on their work (Keegan and Rowley, 2017). Earlier there was very much
cost on advertisement purposes but now making presence to social media it makes minimum
cost. Organisation has to makes minimum budget. Earlier we have to reach people or target
audience through our own sources but now through social media employees can easily reach
audience well. Earlier for storing data there was risk but now all information can be stored on
cloud without fear of security. It cost minimum, once you have saved data to cloud then you and
your team member can easily open data anywhere. Through all features the Procter and Gamble
company is gaining advantage.
By social media the company can take the decision very well because the data is accurate
with us. Decisions are taken very quickly. Through social media the information can reach
quickly to the targeted people. Earlier through SMS only the person can send the information to
the people or through email but now by social media like Facebook, what sup, instagram, twitter
etc. the information can flow (Felix, Rauschnabel and Hinsch, 2017). Through these social media
the information is quickly reached to the people and then they can take decision very quickly on
the basis of that information. Through social media the employees get to know about the exact
figures of sales and everything. It makes their decision quicker accurate. The past data or any
data is not lost in the cloud which helps to take decision.
4. Possible improvements to organisation’s use of information systems
As per given research scenario, it is identified organisation needs to make changes in
their operations for improving employees efficiency at workplace. Effective measures are
required to adopt for the improvement of confidentiality at workplace. Strong and proper
management process has enabled the managers of Procter and Gambler to attain highly effective
business efficiencies and allocation of resources in order to embrace business to attain high
profitability (Ward, 2016).
Through effective information system and management of possible alternatives for
security management, an organisation will be able to secure their database. Hiring qualified
employees at workplace improve efficiencies of organisation in market.
For improvement of information systems, organisation needs to develop technology
usage agreement for their employees. It should also involve complaints and issues such as
inappropriate web surfing, data, music downloading policy as well as data confidentiality. It is
essential for organisation to prohibit searching of invaluable and social networking sites which

is known to house viruses such as torrent sites, gambling and file sharing sites (Tallon,
Ramirez and Short, 2013).
Creation of comprehensive technology plan will help P&G to address the systematic
replacement of ageing workstations and ways to evaluate the emerging technologies. Company
should also provide a basic map to their employees on how their information system will run
daily. In the future, it will also take in to account about rapidly increasing use of technology in
industry.
Apart from this, it enabled the management to address various technologies in order to
attain business objectives. P&G can also consult with other organisation who are providing cloud
computing service for data storage. Further, they also need to contact internet and cloud
computing service providers to identify the increasing bandwidth (Ragan, 2013). Continuously
increasing the bandwidth can often makes multitasking easier and reduction issues of server.
Making off side storage is identified as important measure that will be used by P&G for
improvement in the information security systems. This service is typically easy to install and
provide support in recovering from problems which is considered as major system issues or virus
(Demian and Walters, 2014). P&G can also use free software in order to free up their
technology budget which helps in upgrading operations. This service also provides web-based
solutions which company needs to install on different workstations. The service makes data
more reliable and effective in resolving issues. Cloud computing is analysed as information
technology software which can also be used by P&G to store their data and maintaining
information security at workplace (finedo, 2014).
5. Importance of security in information management
Below given points will determine significance of security in information management.
Confidentiality
Every organisation consists of data and information which are confidential and required
to be secured by individuals who are not authenticated employees of P&G. The data must be
kept out of reach and only few responsible people shall be allowed for accessing this
information. It is very important to maintain security aspect in the information system of a
company.
Any unknown access can harm various functionality of an organisation and can stole
important data which can provide many disadvantages to the company. There are various aspects