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?

1. Adelaide SharePoint User Group
Information Governance with TRIM and Sharepoint integration
TRIM
Anastasia Govan Kuusk
Information Architect at Inforg Information Governance
Anastasia@inforg.com.au, 0428836405

2. 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

3. Definitions - Information Governance (IG)
What is information governance?
Create
PEOPLE Store Information should be;
• Secure
Dispose • Discoverable
Information
• Classified
Lifecycle
• Confidential
• Reliable
• Authentic
Organise • Useable
• Integral
Archive
TECHNOLOGY PROCESS
Source: ISO15489 (2001)/ COBIT ISO3400 (2011)
Source: Leavitt (1965) Use/Share
Source: Atherton (1985)
©inforg

4. Establishing information orientation of organisations
Policy Information lifecycle
Procedures Competencies
Process (create, store, share,
Qualifications
Strategies use, retrieve, archive People
Quality Training
and dispose)
management Job title
Review
Workflow
Business
Technology
context
Organisational type Information
Regulatory environment Technology
Strategy documents Operational
Management support Technology
Size Converged information
Location management
Source: onforg
©inforg

5. Where is the information?
Security 1- 10
Store Application % Data Use Type of data Issues
scale
International Standard ISO38500 Information
My documents C:/ Microsoft windows 15% 2 All Drafts
Technology (COBIT version 5), Drafts &
Not shared or backed up, can be stolen
USB drives 5% 0 Managers
Final Not shared or backed up, can be stolen
Intranet
Information Standard 15489 Record Keeping (Part 1
Sharepoint 5% 4
All but mostly
Drafts &
minimal
Ehealth
and 2) and final
No disposal timeframes
Drafts &
L:/
National Archives of Australia directives
Microsoft windows 20% 2 All
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
Microsoft windows 2% 8 Business Software
drive Purge old versions of software
TRIM SQL/oracle database 20% 5 Business Finals Several - see separate analysis list
Email Gmail/Outlook Drafts &
20% 6 All finals Not shared, data storage costs high
Storage Hardcopy
Hardcopy archive 10% 10 Rarely retrieved drafts & final Never disposed of so costly
Source: inforg
©inforg

6. Where should the information be?
T:/ Email C:/ TRIM 5% Quickbooks
30% 15% 5% 40% 2% 2%
20% 0% 10%
Sharepointi
intranet Hardcopy
USB Endnote Project
files Mgt Sys
Copies 5% 10% 8% 5% 5%
approvals/ 20% 2% 1% ??
workflows
Personal New –
research G:/ 20%
H:/
External
hard Hardcopy
drive system?
archive
5% drives
5% 2% 0% ??% 2%
2% 0%
20% 10%
Source: inforg
©inforg

7. How compliant are organisations?

8. Key recommendations
• Not all have TRIM loaded but all have key collaboration store access
• Emails
• Mail
• Training
PEOPLE
• System integration • What saved by whom, where and when
• Too many collaboration stores? • Hardcopy versus electronic
• Systems administration • Drag & drop
• Citrix/Cloud • Holistic information management/IT investment
• Mail box and network drive sizes TECHNOLOGY PROCESS decisions
• Research Data • Only key corporate final documents be captured into
• Systems up to date TRIM
• Open access to information • Policy & Procedure framework for information
• Open technical architecture standards governance
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9. 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

10. TRIM to Sharepoint integration – Server tier
Source: HO TRIM Sharepoint/TRIm integration install document

11. TRIM to Sharepoint integration – data tier
Source: HO TRIM Sharepoint/TRIm integration install document

12. Information Governance Goals
1.Only manage the information you need to
2.Reduce duplication & associated storage costs
3.Increase retrievability & trust in final, current
documents
4.Automate capture and disposal
5. Reduce legal, reputational and financial costs

13. Governance : Policy & Procedure
Framework based on ISO 10013
Information
Management
Policy
Information
Management
Procedure
Electronic Information Document Policy
ICT Use Privacy
Filing Security Control Framework
Procedure Procedure
Procedure Procedure Procedure Procedure

14. Information Management Procedure
©inforg

15. 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 Level 2 Level 3 Minimum retention
Free text/subject
period TRIM and Access
line field
Function Activity Subject Sharepoint
Board, CEO, SMT
Strategic 20340 Support Officer
Management Meetings Board Month and Year PERMANANET
Strategic Annual report All staff
Management Reporting Annual approved PERMANENT
SMT, individual staff,
SMT Support Officer, ICT
(Sharepoint) System Specialist
Employment
(Sharepoint)
Personnel conditions Leave Year 2 years

16. 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

17. How do l save to TRIM & Sharepoint
Go to tab, click on Add document at bottom of screen