informu solutions

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from information
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Informu Solutions Limited,
10 Evelyn Road,
Bath, BA1 1DA
[email protected]

Registered in England
#06972796
VAT #986636165

Information Asset Register System


Picture of box files on a shelf

Overview

The Informu Information Asset Register (IAR) system stores the data gathered during an information / system audit. Fundamentally it is an alternative to using spreadsheets, facilitating search, reporting and audit trails.

It also stores your corporate records retention policies, to which assets are tagged. The relevant retention policy is inherited via the business function and activity to which the asset is assigned. The system can then be used to prompt asset owners to periodically review assets in order to make and record disposition decisions.

You can add “actions” to record an ongoing audit trail of business events and activities related to assets, such as sharing, migration, archiving or destruction activities and any consultation / approvals.

The system is available on either a cloud hosted or in-house installation basis.

Optional asset collections can be used to group related sets of assets and record a narrative of activity that relates to the whole collection. Typically, these represent a specific business process.

An asset collection can therefore collate everything relating to the business process, including for example the data and equipment inventory, the performance of Data Protection Impact Assessments, relevant risks, supporting policies and agreements, the overall data flow or the history of different system use to store the information over time.

The system can become your Information Governance Hub, collating data about your business processes, constituent assets (be these physical records, electronic content, system data sets or ICT equipment) and information governance activities.

Informu IAR Ad Assets


You can find assets via search functionality or pre-configured short-cut buttons:

View assets


The IAR can be used to maintain an audit trail over time of business events relating to assets.

The system can generate notifications of actions due for assets, based upon the retention policy to which they are tagged.

Retention policy management screen

The actions (such as disposition, scanning, data sharing or system migration events) can be recorded in an audit trail against an asset. Optional workflows could be used as well to seek approval and/or provide instructions to others involved in the process.

Record action against asset screen

The system is essentially a framework for information asset management and can be configured to meet your needs. This includes the business classification scheme, retention policies, asset types, field names and lists, transaction types and reports. One typical use case is for the system to act as a retention policy console. More information can be read here.

Benefits
  • Maintain your inventory of information assets in a governed and manageable manner
  • Maintain an accountable narrative of record-keeping approaches and system utilisation over time
  • Provide information to support internal and external audits
  • Apply record retention policies to assets to generate notifications to users when disposal reviews are due, with actions recorded in support of defensible disposition
  • Analyse assets to plan record-keeping strategy and address information risks
  • Understand the utilisation and storage of paper to support office moves and changes
  • Understand system utilisation to support data consolidation and migrations
  • Support the production of information for Records of Processing Activities under GDPR Article 30 / DPA18 compliance and for inclusion in privacy notices
  • Maintain an audit trail of business events such as destruction, system migrations, document scanning, data sharing, transfers to archive, etc.
Contact [email protected] to discuss options and pricing.

If you need help in determining information policies, procedures and retention rules (on a UK or international basis), we can also help.