Hi Mandy

My approach to this is via the classification scheme – because otherwise it is very difficult for users to clarify what an information audit is all about, unless you are doing an information asset audit which is a bit different.

 

So what I do is I start with an outline classification scheme, and get users to work their way through it – adding and removing categories as necessary, and that will give you a pretty good idea of the information they hold.  Then depending on what your approach is toe SharePoint (i.e. flat file structure, hierarchical file structure) you can refine your audit via the retention schedule and your SharePoint design.

 

In terms of organisational approach – we have done this by level 1 of the LGCS, and using level 2 to identify sub-teams, and not by organisational structure, and this seldom stays the same, but what you will find is cross-over and overlap, where teams are keeping the same information but in duplicate, it is then a question of identifying where the information “belongs” either in an organisational sense or from a function perspective.

 

For preparation for SharePoint you could use TreeSize Pro to underpin your audit.

 

I do hope that helps, let me know if you want anymore.

 

Madi McAllister

Information Governance & Records Management Officer

London Borough of Merton

Tel: x 4180

 

 

 

From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of mandy morgan
Sent: 15 February 2016 10:28
To: [log in to unmask]
Subject: Information Audits

 

Good Morning All,

I have a quick question about information audits which I was wondering if anyone could help with, please? Our records management team are planning to undertake an audit across a medium-sized government agency, which has multiple sites around GB and has undergone several mergers in the past 5-6 years. We have a small team who will need to complete all the work internally, with a view to prepping the agency for a SharePoint implementation project in the coming year(s).

If anyone has experience of conducting an organisation-wide information audit – or indeed any information audits at all! – I would be very grateful for any advice, tips or methods that you would be willing to share. I am happy to summarise this for the list if that would be of interest.

Thanks very much indeed, and best wishes,

Mandy

Mandy Morgan

Records Management E-information and Digital Continuity Manager

Records and Enquiries Management

Animal and Plant Health Agency (APHA)

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