Information Asset Management

Break Out Session 2A

Donna O’Toole - Office of the Chief Information Officer, Executive Council

May 2, 2018

APSIM Conference 2018

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An information asset is a body of

information, defined and managed as

a single unit so it can be understood,

shared, protected and exploited

efficiently.

Information assets have recognizable

and manageable value, risk, content

and lifecycles.

defined managed single unit

efficiently shared protected

understood exploited -

recognizable manageable value

content lifecycle

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Definition

www.nationalarchives.gov.uk

Account Setup

Active Directory, Network Security & Email

Distribution Groups

Standard Documents & Forms Management

Letterhead, Presentations, Forms, etc.

Collaboration Tools

Electronic Content Management (ECM), Intranet & Extranet

Employee Orientation / Exit Strategies

First Day & Last Day @Work

Corporate Culture & Employee

Engagement

Your Brand, In the Know, Expectations, Outcomes

Next Steps, Take-Aways & Resources

Actionable Items & Tips

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Information Assets

Information assets have recognizable

and manageable value, risk, content

and lifecycles.

Employees/Accounts have

recognizable and manageable value,

risk, content and lifecycles.

A managed IM program supports

compliance in all our fields of practice

Focus on Risk Mitigation and High

Value Records

Information Protection & Security

Access and Privacy

Compliance Monitoring

RRDSs Implementation

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Why is this important?

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Touch Points

Role Access

StudentLimited Access; E-mail Only;

End Date

External

Contractors

Limited Access; Email; End

Date

Temporary

StaffStandard Access; End Date

General Staff Standard Access; Review Date

ManagementStandard Access; Management

Access; Review Date

Senior

Management

Standard Access; Management

Access; Review Date

Minimum Account Touch Points

1. New Employee

2. Migrating Employee

Within Company

Leaving Company

Establish accounts that are role-based

not-person based

Template what a New Employee in that

particular role looks like

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Active Directory Accounts

Network Security Groups

Email Distribution

Groups

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Standardization & Identification

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Pivot Tables are a valuable resource

and can highlight pattern changes as

well as gaps

A single resource or group cannot

manage thousands of entries but can

manage the nested hierarchy

Every employee reports to a

“Management Level”

fields

pivots

patterns

hierarchy

nested

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Active Directory Reports

Account Setup [Active Directory, Network Security & Email Distribution Groups]

I have seen people

Print 11 x 17; tape pages together

and more to just try and view all the

data

Apply filters; forget it is filtered; not

know it is filtered

Sort columns without selecting all of

the data and unable to determine

what has changed

Freeze panes, delete columns of

data instead of hiding columns

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Ugly Spreadsheet

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Some extracts can be ugly, hard to

understand and either provide too

much or too little information.

Pivot tables can leverage the

information and provide an easy way

for you to apply “Analytics”.

Consider how well you understand

Business Analytics / Intelligence and

Information Dashboards

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Pivot Report Examples

Image Source: https://www.youtube.com/channel/UCSxX7Vgyu9iThxPE1jSDFdw

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Account Name Display Name Given Name Initials Surname

Title Office Phone Fax Email Address Company

Department/

AgencyManager Street Address City Enabled

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Templated Request

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Manager Displayname Count of SamAccountName

(blank) 5

Smith, Louise 1

Walsh, Frank 1

Howse, Christine 1

Murray, Linda 1

White, Patricia M. 1

PSNL\IrisP 4

O'Toole, Donna 1

Pendergast, Renee 1

Porter, Kimberly 1

Power, Bun (Bernadine) 1

PSNL\JulieMoore 3

Power, Iris M. 1

Young, Tracy 1

Snow, Todd 1

PSNL\EllenMacDonald 1

Moore, Julie 1

PSNL\TracyYoung 1

Murphy, Trevor (OCIO) 1

Grand Total 14

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Sample

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Row Labels Count of SamAccountName

Executive 1

Operations and Securiy 1

Corporate Services and Projects 2

(blank) 3

Marketing 1

Application and Information Management Services 6

Grand Total 14

It is all connected; so manage it at its source.

Create what that new employee looks like so you can focus your limited capacity

on addressing the exceptions – overall they are generally not that unique

Consider how are you going to address monitoring and verifying - Regular reviews

of the active directory accounts, security groups and email distribution groups are

important. The first review will be the most labour intensive.

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Take-Aways

Account Setup [Active Directory, Network Security & Email Distribution Groups]

Standard document / template

An electronic document that provides,

for common and repeated use, rules,

guidelines, or characteristics for

products or related processes and

production methods

Approved by a recognized body

May facilitate another step

Form

A printed or electronic document with

blank spaces for information to be

inserted

Approved by a recognized body

Facilitates another step

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Definition

Standard Document & Forms Management [Letterhead, Presentations, Forms, etc.]

Considerations

Governance

Approved Use

Lifecycle Management

You are a Brand

Make it an Actual Template

Collect only the information you

require

Make field drop down choices

versus free text

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Creating Templates and Forms

Standard Document & Forms Management [Letterhead, Presentations, Forms, etc.]

Word Template .dotx

PowerPoint Template .potx

Excel Template .xltx

Project Template .mpt

email letterhead report presentation form

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Templates

Standard Document & Forms Management [Letterhead, Presentations, Forms, etc.]

Consider Accessibility

Font

Style

Background

Images/Attachments

Avoid information in Images

Signature

Make it right, let people know who

you are and what you do.

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Email

The Asperand (“At” sign), @, is normally read

aloud as "at"; it is also commonly called the at

symbol or commercial at. In contemporary use, it

is most commonly used in email addresses and

social media platform "handles".

Source: https://en.wikipedia.org/wiki/At_sign

Standard Document & Forms Management [Letterhead, Presentations, Forms, etc.]

Open old files and “write over” the

content

File Save As, but hope you did not

accidently hit Save and write over

something else

Mark the file Read-Only forcing a Save

As scenario

Open a Template

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Creation

Old Habits New Habits

Standard Document & Forms Management [Letterhead, Presentations, Forms, etc.]

When you apply a template you are

creating consistency

Standards Guide

Email Signature layout

Font Choices (Body and Heading)

Styles within Word

Master Views in PowerPoint

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Take-Aways

Standard Document & Forms Management [Letterhead, Presentations, Forms, etc.]

It is not just about sharing information.

It needs to be about managing the

information that is being shared.

So how do you do that?

By defining the information assets

involved

By managing the process

What is your toolbox?

Electronic Content Management

(ECM) Solution

Intranets

Extranets

Network File Shares

Email

Paper/Ink

Web Conferencing

Cloud applications

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Collaboration Tools

Collaboration Tools [Electronic Content Management (ECM), Intranet & Extranet]

ECM, Intranet, Extranet are

Hard work

Require feeding and constant

monitoring

Offer value

Communication Program

United Labour - There is no one single

solution to met all needs but the

solutions need to be connected and

work together towards the same goal

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Single Solution?

Collaboration Tools [Electronic Content Management (ECM), Intranet & Extranet]

1. Communication

2. Authenticity

3. Compromise

4. Tolerance

5. Team Player

6. Reliability

https://www.risebeyond.org/6-skills-needed-for-effective-

collaboration/

1. Cloud Storage

2. Calls / Online Meetings

3. Team Collaboration

4. Mindmaps / Diagrams

https://sba.ubc.ca/business-basics/management-human-

resources/collaboration-and-communication

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What to know?

Key Collaboration Skills What others are recommending

Collaboration Tools [Electronic Content Management (ECM), Intranet & Extranet]

Consider what current graduates and

future employees are currently using

G Suite Services (English School

District)

Box.com

Dropbox

Schoology

Post Secondary (O365, G Suite)

TeamSnap

+ all of the potential apps from a

variety of Stores

E-Signature / No Signature / Digital

Acceptance

Infographics / Accessibility

Communication is the key ingredient

that allows for productive, successful

collaboration

Collaboration and Communication are

interpersonal skills

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Take-Aways

Collaboration Tools [Electronic Content Management (ECM), Intranet & Extranet]

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First Day @ Work

Employee Orientation / Exit Strategies [First Day and Last Day @ Work]

How many details do you think an

employee retains from their first day at

work?

Are the expectations of new employees

the same?

Impacts Retention, Turnover as well as

Performance and Productivity

Make a good first impression

Takeaway the guess work

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Employee Orientation

Employee Orientation / Exit Strategies [First Day and Last Day @ Work]

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Last Day @ Work

This should be more like the last 2-4

weeks @ work

It should not be a surprise to the

employee that information should be

“managed” before they leave.

Employee Orientation / Exit Strategies [First Day and Last Day @ Work]

Build an IM culture by creating an ideal

employee and work backwards

Orientation Sessions, Refresher

Training , Train the Trainer as well as

short, direct to the point published

materials

“Templating” Email/Network shares in

advance and email best practices up

front

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Strategies

Hi, I am new.

What do I

need to know?

Employee Orientation / Exit Strategies [First Day and Last Day @ Work]

Corporate Culture and Employee

Engagement really is about finding a

way to work from the same playbook.

Employees also need to feel they have

a voice, share information and make a

difference in their organization.

We need to make sure that employees

are clearly understanding their roles

and working efficiently.

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Playbook

Source: http://sport-travel.com

Corporate Culture & Employee Engagement [Your Brand, In the Know, Expectations, Outcomes]

https://www.icehockeysystems.com/practice/1/40576

Printed Manuals

PDF Files

FAQ documents

Presentations

Emails

Verbal / Word of Mouth

Secure site

Network shares

Mailboxes

HPRM / OnBase

Internal and external access

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Same Page?

Formats Locations

Corporate Culture & Employee Engagement [Your Brand, In the Know, Expectations, Outcomes]

Manage the Information Assets in a

way that supports your IM Capacity.

Staff may be everywhere but you

cannot be so make information

Accessible (Manageable, Simplified

& Repeatable)

On Demand

“Reportable”

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Take-Aways

Corporate Culture & Employee Engagement [Your Brand, In the Know, Expectations, Outcomes]

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Next Steps

Next Steps, Take-Aways & Resources [Actionable Items & Tips]

http://www.ocio.gov.nl.ca/

Information Assets Inventory

Clean-Up and Maintenance

Active Directory

Email Groups

Security Groups

Other Accounts

Create and/or be part of the Employee

Orientation

Learn new Tools and Technologies

Excel, Snipping Tool, Tree Size

Creating Templates

Desktop Publishing

Be Creative; you are competing with a

lot of requirements.

Foster Corporate Culture and

Employee Engagement

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Actionable Items & Tips

Next Steps, Take-Aways & Resources [Actionable Items & Tips]

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Monitor & Verify

Next Steps, Take-Aways & Resources [Actionable Items & Tips]

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You cannot fix the past but

you can modify the present

and influence the future.

Next Steps, Take-Aways & Resources [Actionable Items & Tips]

~ Donna O’Toole ~

OCIO Website

Guide to IM for Public Bodies

Public Bodies External to

Government

IM@Work

Microsoft Virtual Academy

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Questions, Comments & Resources

Donna O’Toole | Information Management Consultant (Capacity Development)

Application and Information Management Services BranchOffice of the Chief Information Officer, Executive CouncilGovernment of Newfoundland and LabradorP.O. Box 8700, 40 Higgins Line, St. John's NL A1B 4J6

709.729.3006 (office) | dotoole@gov.nl.ca

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Contact Information

OCIO IM Services | IM@gov.nl.ca