Sharepoint & TRIM integration
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An information governance consultant presented on integrating TRIM records management software with SharePoint. They discussed that information governance establishes how organizations handle information over its lifecycle from creation to final disposition. They analyzed where different organizations store their information, often in many disparate locations, and that most are not fully compliant with information management standards. The presentation recommended organizations integrate their systems like TRIM and SharePoint, reduce the number of information stores, and address training and data tracking needs to improve governance.
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Sharepoint & TRIM integration
- 1. Adelaide SharePoint User Group Information Governance with TRIM and Sharepoint integration TRIM Anastasia Govan Kuusk Information Architect at Inforg Information Governance [email protected], 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 ©inforg
- 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