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Information audits of over 50 organisations indicates that crucial key business information is not where you think or wish it was. How do identify enterprise information management and leverage existing information stores and IT investment?
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Information Governance with TRIM and Sharepoint integration
Information Architect at Inforg Information [email protected], 0428836405
Anastasia Govan Kuusk
Adelaide SharePoint User Group
TRIM
What l will cover today
• What is information governance?• How do we establish the information
orientation of an organisation?• Where is the information stored?• How compliant are most organisations?• Where does Sharepoint and TRIM fit in?• TRIM & Sharepoint integration – pro’s & con’s
Definitions - Information Governance (IG)
PEOPLE
PROCESSTECHNOLOGY
Use/Share
Store
Dispose
Archive
Organise
What is information governance?
Create
Information should be;•Secure•Discoverable•Classified•Confidential•Reliable•Authentic•Useable•Integral
Source: Leavitt (1965)
Source: ISO15489 (2001)/ COBIT ISO3400 (2011)
Information Lifecycle
Source: Atherton (1985)
©inforg
Establishing information orientation of organisations
Information lifecycle (create, store, share, use, retrieve, archive
and dispose)People
Technology
Process Competencies Qualifications Training Job title
Information Technology
Operational Technology Converged information
management
Policy Procedures Strategies Quality
management Review Workflow
Business context
Organisational type Regulatory environment Strategy documents Management support Size Location
Source: onforg
©inforg
Where is the information?International Standard ISO38500 Information
Technology (COBIT version 5), Information Standard 15489 Record Keeping (Part 1
and 2) and National Archives of Australia directives
Store Application % Data Security 1- 10 scale Use Type of data Issues
My documents C:/ Microsoft windows 15% 2 All DraftsNot shared or backed up, can be stolen
USB drives 5% 0 Managers Drafts & Final Not shared or backed up, can be stolen
Intranet Sharepoint 5% 4 All but mostly Ehealth
Drafts & minimal final
No disposal timeframes
L:/ Microsoft windows 20% 2 All Drafts & Final Unstructured and difficult to search or
dispose efficiently, data storage costs
Finance system Quickbooks/SAP 2% 8 Business Database Trusting data source - other copies are taken
IT windows network drive Microsoft windows 2% 8 Business Software
Purge old versions of softwareTRIM SQL/oracle database 20% 5 Business Finals Several - see separate analysis list
Email Gmail/Outlook20% 6 All
Drafts & finals Not shared, data storage costs high
Storage Hardcopy archive 10% 10 Rarely retrieved
Hardcopy drafts & final Never disposed of so costly
Source: inforg
©inforg
Where should the information be?
Source: inforg
©inforg
How compliant are organisations?
Key recommendations• Not all have TRIM loaded but all have key collaboration store access • Emails• Mail• Training
• What saved by whom, where and when• Hardcopy versus electronic• Drag & drop• Holistic information management/IT investment
decisions• Only key corporate final documents be captured into
TRIM• Policy & Procedure framework for information
governance
• System integration• Too many collaboration stores?• Systems administration• Citrix/Cloud• Mail box and network drive sizes• Research Data• Systems up to date• Open access to information• Open technical architecture standards
PEOPLE
PROCESSTECHNOLOGY
©inforg
Case study• Not for profit in Northern Territory• Up to 100 staff• Distributed across Australia• Several technologies • Want to integrate TRIM & Sharepoint to better
retrieve key business information for decision making
TRIM to Sharepoint integration – Server tier
Source: HO TRIM Sharepoint/TRIm integration install document
TRIM to Sharepoint integration – data tier
Source: HO TRIM Sharepoint/TRIm integration install document
Information Governance Goals
1.Only manage the information you need to2.Reduce duplication & associated storage costs3.Increase retrievability & trust in final, current
documents4.Automate capture and disposal5. Reduce legal, reputational and financial costs
Governance : Policy & Procedure Framework based on ISO 10013
Information Management Procedure
©inforg
Steps to saving in TRIM & Sharepoint
1. Create a document where you do now (C:, usb)2. Decide if it is to go to TRIM (final, approval) or
Sharepoint (draft, leave or for staff information)
3. File to TRIM (info champions from records email account or network folders or those with TRIM licenses can drag and drop to TRIM)
4. File to Sharepoint (all staff can click on New Item)5. Info Champions will oversee Level 1, 2 & 3 file
term titling, access & disposal times in L:/, TRIM and Sharepoint
Level 1
Function
Level 2
Activity
Level 3
Subject
Free text/subject line field
Minimum retention period TRIM and
SharepointAccess
Strategic Management Meetings Board Month and Year
20340 PERMANANET
Board, CEO, SMT Support Officer
Strategic Management Reporting Annual
Annual report approved PERMANENT
All staff
PersonnelEmployment conditions Leave Year
(Sharepoint)
2 years
SMT, individual staff, SMT Support Officer, ICT System Specialist (Sharepoint)
How do l save to TRIM
Info Champions will facilitate move to TRIM by set file titles
and linking from L drive & records email address to
correct files in TRIM
How do l save to TRIM & SharepointGo to tab, click on Add document at bottom of screen