Enterprise Architecture
Information Lifecycle Management Guide
Draft 0.2
Purpose of This Poster
Description: A guide on elements to consider in the establishment of a strategy to effectively manage CSU
information collections.
Audience: CSU Information Custodians
Custodian: Division of Information Technology, Enterprise Architecture & Liaison Group
Approval: Enterprise Architect
Definition
Information Lifecycle Management Elements
Information Lifecycle Management comprises the policies, processes, practices, and tools used to
align the business value of information with the most appropriate and cost effective IT infrastructure
from the time information is conceived through its final disposition. Information is aligned with
business processes through management policies and service levels associated with applications,
information records, individual data elements and supporting technology.
Information collections will differ in their requirements for effective information lifecycle management.
The table below shows a sample list of possible items that can support Information Custodians in the
establishment of a lifecycle management strategy and processes for respective CSU information
sets/collections.
Lifecycle Phases
For the purposes of information sets (business records), there are five phases identified as being part
of the lifecycle continuum.
Creation and Receipt captures information from point of origination.
Distribution is the process of making available the information once it has been created or
received.
Use takes place after information is distributed and in accordance to business
requirements/purpose
Maintenance is the ongoing management of information integrity.
Disposition is the practice of handling information that is less frequently accessed or has
met its assigned retention periods (inactive, preserve or destroy).
Approach
The Custodian of a CSU information collection is responsible for managing the identification and
establishment of mandatory requirements and other supporting management practices are put in place
to manage this information for the duration of its existence within the organisation. Lifecycle
management requirements around information collections are influenced by:
Legislative and internal policy regulations
Organisational Unit risk management and governance
Cost , type of information and business activity
Table 1. Sample list of possible lifecycle management items.
Business Elements
Technology Elements
Policies (privacy, security, accessibility, timeliness, etc.)
Regulatory requirements
Relevant CSU Frameworks, Methodologies, Guidelines
(PIRI)
Information requirements (eg. accessibility, timeliness,
availability, etc)
Process of information creation & maintenance
(workflows)
Enterprise Architecture Principles & Standards
Information Security: mandatory or selected
requirements
Business continuity requirements
Information Custodian Assigned & responsibilities
Use of authoritative information
Records Mgmt requirements
Record & signoff information changes, audit path
Work practices in information management (naming
conventions, version control, collaborative work, etc.)
Supporting References
Staff training & supporting documentation
Staff induction sessions
Data quality assurance
CSU Enterprise Architecture Principles
CSU Data Principles & Standards
Lifecycle of a CSU Record
ExampleLi
Process Improvement Opportunities (PIRI cycle)
Strategic plans
Operational plans
Risk Management Plan
Table 2.
Business Elements
Information requirements (eg. accessibility,
timeliness, availability, etc)
Process of information creation & maintenance
(workflow)
Staff training & supporting documentation
Technology Elements
Application’s functionality & performance
Fully automated process steps with monitoring.
Online documentation, FAQs, etc
Master Data Governance Framework & Implementation
Guide
Application’s functionality & performance
Automated process steps
Storage, retrieval
Security – access control, monitoring & tracking.
Business continuity solution & routine
System Owner assigned & agreed responsibilities
Integration management software
Records management software with retention period
management
Tracking software
Application features: spell check, version control, tracking
changes.
File management tools
Online documentation, FAQs, etc
Data quality constraints imposed by applications or other
technology mechanisms
DIT RFC (change management)
EG. Off site storage, upgrade schedule, maintenance &
support contract, SLA.
Service Level or other Partnership Agreements
Table 2, Example selection of management elements for a Self Service Catalogue to be
considered in associated information lifecycle processes.