Document management strategy review and implementation for Morley Fund Management.
The client’s primary objective was to stop the routine expansion of network storage, reduce escalating storage & backup costs, and ensure that only data being used by the business was ‘on-line’.
To achieve this it was vital that Data Retention and Archiving Policies were formalised and new working practices implemented to ensure the availability of information required by the business and the secure disposal of information exceeding its retention period.
Martin Stevens was selected to Programme Manage the successful implementation of these objectives and realise the identified business benefits. The scope covered undertaking the strategic review of the current position, preparing the business plan, budget and cost-benefit of achieving the objectives and managing its successful implementation.
The implementation activities covered:
- training and educating staff in new data retention policies;
- rationalising existing network storage;
- creating new secure filing and directory structures;
- establishing more cost-effective backup and archiving processes; and
- removing data no longer in use.
A new network filing structure was implemented, creating designated Directory Owners and Authorisers responsible for
controlling access to data. Furthermore, the new structure enabled the classification of folders in line with the Aviva Group Information Security
In excess of 5m files were successfully migrated into the new structure with minimal user disruption.
Financially the implementation of revised backup processes and a new archiving system resulted in significant cost reduction in both on-line and off-site storage. This was as a result of reducing the volume of data held, and the number of copies retained on backup copies. The client’s objectives were to rationalise existing network disk storage, create a new secure network filing and directory structure and establish an improved backup and archiving process to remove data no longer in use