Information Asset Register System
Overview
The Informu Information Asset Register (IAR) system stores the data gathered during an information / data audit. It also stores the 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 is available on either a cloud hosted or in-house installation basis.
Because the audit data is in a database system it can be easily searched and reported upon. You can also add “actions” to record an ongoing audit trail of business events related to assets, such as migration, archiving or destruction activities.
The picture below shows "An IAR in 22 buttons":
Information Assets
Assets could be physical records, electronic content or system data, as well as for example details about applications and equipment. Each asset type might be profiled in different ways. We also have the concept of asset collections that group together related sets of information.
You can find assets via search functionality or pre-configured short-cut buttons:
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.
The actions (such as disposition, scanning, data sharing or system migration events) can be recorded as "transactions" against an asset. Optional workflows could be used as well to seek approval and/or provide instructions to others involved in the process.
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 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
- Analyse assets to plan record-keeping strategy and address information risks
- Understand utilisation and storage of paper to support office moves and changes
- Understand system utilisation and support data consolidation and migrations
- Support 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, external sharing, transfers to archive
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.