Information Governance in Enterprises

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Questions and Answers

What is considered essential for realizing the opportunities provided by a digital economy and digital government?

Individual departmental goals and objectives

Increased funding for information technology

Focus on physical record keeping

Collaboration among various disciplines (correct)

What primary role do teams from different disciplines play in managing digital records?

To facilitate collaboration for information governance (correct)

To maintain outdated governance practices

To create physical copies of all records

To ensure accountability and streamline operations

What was the initial goal of the State of Vermont regarding digital preservation?

To develop new business models for commercial enterprises

To create a centralized database for all records

To eliminate the need for paper records

To automate digital preservation in shared environments (correct)

What key aspect of information management is highlighted as necessary with the increase in digital records?

Better information governance and lifecycle management Signup and view all the answers

Which project did Vermont participate in from 2008 to 2012 focused on preserving digital records?

National Digital Information Infrastructure and Preservation Program (NDIIPP) Signup and view all the answers

What is the name of the commercial system that Vermont has used since 2014 for its digital state archives?

Preservica Signup and view all the answers

What is a consequence of increasing transactions conducted digitally in shared environments?

Increased collaboration requirements among teams Signup and view all the answers

What aspect of digital records is highlighted as key for long-term preservation?

Digital preservation of long-term and permanent records Signup and view all the answers

What was a primary feature of the retention policies applied in Vermont's Microsoft Purview environment?

They were applied at library, folder, and record levels. Signup and view all the answers

Which aspect was identified as critical during the second beta test related to the VTCore schema?

Integrated security requirements for public records. Signup and view all the answers

What is indicated to be essential for Vermont's digital preservation system to automate transfers and ingests?

Robust reporting dashboards and archival processing tools. Signup and view all the answers

Which workflow focus was primarily noted in the context of Vermont's use of Microsoft Purview?

Digital preservation workflows in M365. Signup and view all the answers

During the testing phase, what was still required for metadata schemas in Preservica?

Manual or bulk metadata editing was necessary. Signup and view all the answers

What challenge did Vermont face regarding its information technology during the implementation of M365?

Rapid restructuring without adequate readiness. Signup and view all the answers

What benefit does Preserve365® offer to Vermont regarding compliance with digital preservation requirements?

It enhances the technical framework for proactive compliance. Signup and view all the answers

What was noted about the involvement of teams in Vermont's approach to digital preservation?

Collaboration across multiple disciplines is key. Signup and view all the answers

What was one of Vermont's next steps after recognizing the need for better information governance?

To continuously improve initiatives within M365 and Preserve365®. Signup and view all the answers

What challenge related to M365 did Vermont identify during the rapid deployment phase?

Insufficient planning led to vulnerabilities in the framework. Signup and view all the answers

What is Preserve365® primarily designed to do within Microsoft 365?

Preserve records in an integrated manner. Signup and view all the answers

Which of the following is NOT one of Vermont's overarching goals for digital preservation?

Enhance the user interface of Microsoft 365. Signup and view all the answers

What challenge did Preserve365® face during its first beta test?

Digital preservation workflows were not operable. Signup and view all the answers

What are the longer custodianship obligations for state record creators primarily associated with?

Meeting legal and retention hold requirements. Signup and view all the answers

What was one of the primary focuses during the second beta test of Preserve365®?

Assessing its performance in Microsoft’s preview environment. Signup and view all the answers

Why is proactive compliance with digital preservation requirements critical for Vermont?

To maintain the integrity and usability of records over time. Signup and view all the answers

What technology did Vermont initially use before implementing Microsoft 365?

Microsoft Office SharePoint Server 2007. Signup and view all the answers

How did Vermont's participation in Preserve365® beta testing contribute to its operations?

It allowed evaluation of both cooperative and technical frameworks. Signup and view all the answers

What is a significant aspect of the technical framework in Vermont regarding digital preservation?

Proactive compliance within commercial enterprise systems. Signup and view all the answers

What happens to records moved or copied to Preservica through Microsoft 365?

They can continue to be accessed and used by creators. Signup and view all the answers

Study Notes

Introduction

Information governance is crucial for ensuring authentic and reliable records in enterprises.
Collaboration among diverse teams (business, IT, archives, legal) is essential for leveraging opportunities in digital economies and governments.
A shift to shared environments promotes increased digital transactions, necessitating enhanced information governance and records lifecycle management.

Vermont's Digital Preservation Goals

Vermont aims to automate digital preservation in shared environments, enhancing the management of digital assets from creation to final disposition.
Collaboration with Minnesota in the NDIIPP project from 2008-2012 focused on preserving long-term state digital records.
The Preservica system has been utilized for Vermont's state archives since 2014 to support digital preservation.

Building a Case for Digital Preservation

Vermont's primary recordkeeping system operates on a Microsoft 365 (M365) tenant, engaged in both executive and judicial functions.
Early initiatives included Microsoft Exchange for email and SharePoint for document management, aligning with digital preservation frameworks.
Digital preservation is vital due to emerging custodianship obligations for permanent born-digital records in M365, ensuring integrity and usability over time.

Vermont's Digital Preservation Strategies

Goals include:
- Automating transfer of inactive born-digital records.
- Preserving active born-digital records in place.
- Integrating metadata for better record access and description.
Longer custodianship obligations necessitate proactive digital preservation practices.

Preserve365® Beta Testing

Preserve365® offers an embedded method for preserving records within M365, utilizing retention labels and policies.
Vermont participated in two beta tests:
- The first focused on automating the transfer of inactive archival records, revealing limitations in digital preservation workflows.
- The second test utilized Microsoft Purview, establishing successful workflows for transferring records labeled as permanent to Preservica.

Lessons Learned

The second beta test highlighted vulnerabilities in Vermont's cooperative framework amid political and technical changes, including insufficient initial planning for M365 deployment.
Automated transfer demands enhanced reporting tools and archival processing capabilities, moving away from traditional documentation practices.

Next Steps

Ongoing improvement initiatives aim to optimize information governance within M365.
Increase enthusiasm for a cooperative framework will support unified information governance in shared environments.
Collaborative efforts among multidisciplinary teams are crucial for maintaining and preserving reliable records, essential for Vermont's digital economy and government initiatives.

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Description

This quiz focuses on the importance of unified information governance within organizations. It explores the collaboration among diverse teams, emphasizing the need for authentic and reliable records in shared environments. Participants will gain insight into effective strategies for managing enterprise information.