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What is an information asset register?

Information asset management is foundational to any information governance program. It helps the organisation understand what assets it holds and manage the associated risks.

At its core, an information asset register is an inventory that details:

• What information your organisation holds
• Where it’s held
• Who’s responsible for it
• Who uses it and what it’s used for
• How critical it is to business
• How long it needs to be retained
• What its security classification is

Because it documents the links between information assets, business requirements and technical dependencies, an information asset register is pivotal to overcoming many of the digital challenges your organisation might face.

What are the benefits of an information asset register?

Because information is core to any business, an information asset register can deliver an impressive range of benefits.

Improved risk management

• Identify vital records to support business and operational continuity
• Identify and protect intellectual property
• Avoid catastrophic operational failures

Improved data protection

• Identify and protect sensitive and personal data

Improved planning

• Preserve digital continuity
• Simplify data migration and server decommissioning

Increased cost saving

• Reduce duplication and redundancy

Increased productivity

• Make staff aware of what information is available and where to find it
• Onboard new employees

Do we need an information asset register?

Maintaining an information asset register isn’t just useful, it’s mandatory in many jurisdictions, including Australia, New Zealand, South Africa, the United Kingdom and Europe.

Even when it’s not compulsory, it’s good business practice for any organisation that holds personally identifiable information, privacy protected information, or intellectual property.

An information asset register allows you to understand and manage the risks associated with data and information security. It makes it possible to know what high-value or high-risk information is being held and ensure the organisation is meeting its data protection obligations.

How do I create an information asset register?

Synercon’s online training provides a step-by-step guide to help you through the development process.

It answers some of the most common questions, including:

• What does the process involve?
• Who are the stakeholders?
• What data do I need to gather?
• Where do I find the data I need?

Can I create an information asset register in Excel?

It is possible to create an information asset register using a spreadsheet, but it’s laborious and there are a lot of limitations.

In contrast, a database enables links between different data elements and makes it possible to define “many to many” relationships. a.k.a. makes extensive use of link fields, lookup sets and relationships to streamline data entry, eliminate redundancy and ensure consistency.

With this functionality you can create a fully integrated information governance toolkit, linking information assets to business classification schemes, retention schedules, org structures and other instruments.

That’s why purpose-built software like a.k.a. is better than a spreadsheet.