Information and Data Assessment (IDA)

The University manages vast amounts of information across many different platforms and systems.  In order to help staff understand what their information management responsibilities are, it is important that when systems or activities involving information are created or even reviewed, that an overview of this detail is provided to Information and Records Management. Completing this assessment allows us to help staff manage the breadth and scale of information being captured and managed across the University.

At the end of the assessment respondents will receive a copy of their questionnaire responses, and confirmation from the Information and Records Management team that the Information and Data Assessment is complete. Additional action will only be required after the Information and Records Management team have reviewed the assessment responses and deem that an additional follow-up consultation is required.

Information and Data Assessment Request Form

Additional information

What kinds of advice does the IDA provide?

Most assessments will contain advice about how long the information being managed in the system or activity identified in the request form needs to be kept for.  In some cases, the information may only be required to be kept for a short period of time, in other instances it may be required to be kept for a longer period of time, then deleted/destroyed, and in other cases, the information may be required to be retained permanently.  All of this information is sourced from the Monash University Retention and Disposal Authority by the Information and Records Management teams and detailed in the assessment questionnaire response.

Although the majority of assessments contain advice around how long to retain the information managed in the system or activity, other advice may be provided (or requested) as appropriate, regarding the way the information is being captured, controlled, accessed, stored, preserved and or managed.

How long does an IDA assessment take?

Most assessments will be provided within a 2-8 week window, although there are occasions where backlogs occur and the assessment may take longer due to high volumes of requests.  It is important to note that an information system or activity can proceed without an IDA being in place.  Therefore, waiting on an assessment to be returned should not impact the delivery of any new system or activity. However, if an assessment is required urgently, then please notify us at groupinformationmanagement@monash.edu

IDA Workflow

The following diagram outlines the basic workflow for how IDA requests are received and processed.

NOTICE TO DELETE (NTD)

In some cases, an IDA may identify records (either hard copy or digital)  that are either due for disposal straight away or are overdue their destruction date. In these cases, a Notice to Delete will be issued.

For more information about the disposal of University records and why this is important, please refer to the Retention and Disposal website.