An Information Asset Register is the means for understanding and managing your organization’s assets and the risks to them.
It documents the links between information assets, their business requirements and technical dependencies. It is an essential tool for overcoming many of the digital challenges your organization faces.
Information is a valuable asset that must be safeguarded. In the case of information held by public authorities and businesses … people want to be certain that information is held securely, maintained accurately, available when necessary and used appropriately.
UK Gov’t National Information Assurance Strategy
How Synercon can help
Synercon provides tools, techniques and training for best practice information asset management.
While it’s tempting to use a spreadsheet, there are real benefits for using database software like a.k.a.® for undertaking this task.
a.k.a. is perfect for building information asset registers. Because there’s no coding involved, a.k.a. makes it easy for non-technical users to get the job done.
Relational database functionality enables you to build relationships and cross-reference other information governance instruments, such as business classification schemes, retention schedules and org structures.
With a.k.a. software, your information asset register is fully customizable – so you can accommodate all your organization’s requirements, now and into the future.
a.k.a. Interactive reports deliver functionality that no spreadsheet can match. We use HTML and XML templates to transform your information asset register into online reports that are easy to search, read, filter and navigate.
Any scheme built in a.k.a.® can be easily published to a browser as an interactive report. And with a.k.a.® Exchange Plus you can create and customize your own report templates. No special training is required,
Synercon makes building an information asset register easier by providing:
- Quick start tools for data collection
- Best practice designs that meet industry and government standards
- Templates for interactive reports
Synercon provides online training to help you create an information asset register, including:
- A step-by-step guide to help you through the development process
- Product training to help you make the most of a.k.a. when designing and building your information asset register
Frequently asked questions
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
- Preserve digital continuity
- Simplify data migration and server decommissioning
Increased cost saving
- Reduce duplication and redundancy
- Make staff aware of what information is available and where to find it
- Onboard new employees
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.
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?
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