Information governance consulting

Organisations are experiencing an explosive amount of growth in physical and electronic information assets.

For most, the problem of managing and controlling this growth is becoming almost impossible. Simply knowing what content is available and where it is located is often time consuming. Despite the introduction of technologies to help manage sharing and storage, staff continue to generate and add content in an ad-hoc way.

This environment creates many information and knowledge management challenges including:

• Content storage in multiple systems
• Multiple metadata structures (Outlook, Shared folders, Lotus Notes, eRooms, Docs, PDFs, .XLS, HTML, etc)
• Unstructured content unmanaged
• Extensive duplication of content stored
• Storage capacity reaching its limits
• Enterprise Search not effective
• Inability to cross reference information between systems
• Inability to search across content and data

Organisations are also upgrading or implementing content and document management systems in order to solve these issues. However, for this to be successful, organisations must first make sense of their information assets they already have.

TCG provides comprehensive services to help organisations to take control of their information assets including:

• Legacy Content Audit Service
• Information Governance Strategy
• Information Governance Implementation
• Information Management

enable organisations to carry out a comprehensive audit of their content using tried and tested tools and approach.

• Content Audit Services

  The Diagnostic Services involve:

  • The implementation of our audit tools
  • Identification of the information to be audited
  • Scheduling of the audit to ensure no impact on the environment
  • Producing diagnostics reports for analysis
  • Analysis and recommendations

• Information Governance Strategy

  Information Governance is a framework for managing information so that it supports the organisation’s regulatory, legal, risk, environmental and operational requirements.

• Information Management Strategy

  Organisations are increasingly facing more challenges on how to manage its ever growing enterprise information environment. The key challenges include:

  • Content storage in multiple systems
  • Extensive duplication of content stored
  • Multiple metadata structures
  • Enterprise Search is not effective
  • Inability to find the right information at the right time
  • Governance models are system based
  • Limited or no quality assurance of content
  • Inability to cross reference information between systems and physical documents
  • Inability to search across content and data
  • Unstructured content is unmanaged and therefore difficult to classify

  TCG's experts are able to assist organisation to overcome these challenges through

  • Information Architecture/Metadata Management
  • FilePlan Assessment and Development
  • Enterprise Taxonomy Development

• Information Architecture/Metadata Management

  TCG provides expertise in Information Management and Metadata Management enabling our clients to improve the discoverability and re-usage of its information assets.

  The TCG toolset enables the analysis of

  • Metadata type by repository
  • Metadata values by repository
  • Completeness of metadata

  Using document metadata, crawled information and sophisticated analysis techniques, our toolset automatically gathers, derives and inserts document metadata and tags. This radically improves the accuracy and consistency of content categorization, filing and subsequent search.

• FilePlan Assessment and Development

  Through our content audit, a review of an organisation’s current file plan is conducted and in conjunction with the general information management strategy and business process mapping, TCG provides an approach to a re-design of an organisation file plan. The new file plan will then be applied as a blue print for the organisation across multiple applications enabling consistency in how the organisation stores its information assets and improved knowledge sharing within the organisation.

  The File Plan is strongly tied into the organisation’s records management strategy and its associated retentions schedules.

• Records management

  Records management is central to organisations’ management policy. It is a programme designed to control records throughout their life, from first creation to final disposal. It will ensure that unnecessary records are not created, that necessary records are used and stored effectively and economically, and that records which are ephemeral or whose use has ceased after a certain time are destroyed at the earliest possible opportunity. In addition, it will ensure that records of lasting value to the organisation and wider community are preserved permanently.

• Enterprise Taxonomy Development

  Enterprise Taxonomy:

  • Defines the content structure within the enterprise content environment
  • Defines the structure for document storage
  • Improves Search Efficiency
  • Aids in providing a organisation-wide web environment
  • Reduces the complexity of the contribution process
  • Allows seamless integration of EDRM requirements

• SharePoint Strategy

  Increasingly organisations are looking to implement SharePoint in order to enable improved knowledge sharing across the organisation. TCG provides expertise from SharePoint Strategy to technical implementation.