Policy Development

What We Can Do For You

We can create or assist, with your in-house team, to create and adapt of all the relevant guidance and documentation to ensure that there is a good culture of knowledge and sharing throughout the organisation. Guidance helps users know what to do and Records Managers to implement an effective retention policy.

We can help you in the creation of Information Architecture, policy, taxonomy and retention, as well as How To guides.

Deal with masses of unstructured data

Where large amounts of unstructured information exist, our team can help sort and migrate into an organised system or enable tagging to increase "findability". This will allow the amalgamation of old unstructured and newly created information to appear as one organised silo.

Dispose of information which should no longer be kept

The next step from storing the information is disposal and we can provide assistance with creating and applying disposal schedules – they will show for how long types of information should be legally held and what should happen at the end of this period. These schedules are National Archive (TNA) compliant but are also totally relevant for organisations who do not need to be have this compliance.

Achieving Compliance

Policy ensures you can meet legislative compliance, eg: Inquiries, FoI, GDPR, EIR, etc. Knowing what information is held and where it is held, and with the confidence that out of date information has been removed will naturally improve searching and reduce Information Risk across the organisation.

Following on from the above, we can create all the relevant guidance and documentation to ensure that there is a good culture of knowledge and sharing throughout the organisation.

Users don't have common ways of working

Users working in a "Free for All" way means that Information Managers can't find information for FoI enquiries and retention. Users can't find information they need and legal compliance is at risk.

Policy brings compliance and business benefits

Information Management Policy provides the basis for technology design and process. This ensures organisations and businesses can meet their legal compliance for GDPR and FoI, and increase the value of information produced in their organisation as it can be found, in context, quickly.

Policies don't support the business

Many organisations rely on users having to remember what to do and numerous categories and tagging to choose.

Good policy translates into good technology to support the business

Policy can be baked into IT systems such as Microsoft365 so that users don't need to supply lots of information. Information workers can then find the information ready tagged with the retention they want ready for export to TNA or deletion, without impacting the business.

We have multiple copies of everything. What's the right version?

Emailing documents around, copying and starting new documents and having near duplicates can lead to wrong information being released and reputational damage. Group collaboration can be tortuous!

Policy ensures better and more effective collaboration

Good policy and supporting IT will ensure that collaboration can be straightforward, versions are managed and everyone knows where to find things. Reputational risk is mitigated and production can be increased as less time is spent looking for data and the right version.

Features

Assessment of existing data and definition of Information Architecture
Retention Policy definition to meet TNA recommendations, GDPR and FoI compliance.
Ways of working definition
Builds a solid foundation for IT system design

Benefits

Easier ways to find and collaborate on information
Clear definition of policy to enable demonstration of legal compliance.
Don't keep information that should be deleted longer than you have to.
We work in collaboration with your existing team.

Security Cleared Staff

Experience of IM Policy

Work alongside technical design

Solutions for Microsoft Products

Policy Development for Knowledge and Information Management (KIM)