INFORMATION GOVERNANCE INITIATIVE TriMet Board Presentation - PowerPoint PPT Presentation

INFORMATION GOVERNANCE INITIATIVE TriMet Board Presentation November 19, 2014

Phase I Recap • Records Inventory and Survey • Agency-Wide File Classification Plan • Records Assessment 2

Multi-Year Roadmap 2014 2015 2016 2017 3

Phase II Projects 1. Off-Site Records Analysis & Central Control and Tracking 2. Divisional File Plan Development 3. Shared Drive Analysis and Clean-Up 4

IGI Overall Goals 5

Off-Site Records  Reduced monthly storage and box supply costs    Centralized tracking and inventory control (“ActiveWeb”)  Updated access rights and privileges   Retention and Disposition Review  Standardized procedures 6

Unstructured Data • Information not in a database • Rapidly growing in volume and poorly controlled • Difficult to locate records 7

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Divisional File Plan Development    Adds structure to unstructured data   Mapped to Retention Schedule 9

Shared Drive Analysis & Clean-Up  Review & Update Access Rights and Privileges    Review Files for Retention & Disposition 10

Next Steps • Off-Site Records • Shared Drive Pilot (Legal) • Divisional File Plans Next Board Update: Spring 2015 11

Questions? 12