Information Governance with TRIM and Sharepoint integration

Information Architect at Inforg Information GovernanceAnastasia@inforg.com.au, 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)

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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

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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

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Where should the information be?

Source: inforg

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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

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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

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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