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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Where is your key business information?
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
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
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