AUTOMATED DATA RETENTION
Mission Statement
The Client is a local HR management firm with a large historical archive of client and internal data. They manage their data while complying with both internal retention policy and GDPR.
However, this task is labour-intensive and expensive due to the magnitude of their SharePoint archive.
Continuum was asked to provide an automated solution to allow regular management of their data.
Tools Used
Alteryx Designer
Directory tool
Google Visualisation - Organisational Chart
SharePoint
File Storage
Detailed Solution
Firstly, we worked to classify the client’s data, importantly in a repeatable manner to allow revisiting later.
We started by producing and sharing definitive but clear metrics about the state of the SharePoint site including file types, duplicates, and sizes. This automated many hours of human review, while also magnifying unidentified errors.
We then used Alteryx to create a visual map of the SharePoint site.
This allowed the client to see a simple overview of their data quality, complete with file sizes and counts for each folder.
We used this site map to establish a criterion for organising pre-existing files, based upon the client’s internal retention policy.
We again integrated Alteryx into the system, by creating a seamless workflow to read through data and regularly archive files with the specified criteria.
The archive is a separate library with an identical folder structure, allowing users to find required data effortlessly. The SharePoint Archive library has a retention policy to automate the deletion of data after 2 years allowing automated GDPR compliance.
Overall, our client now has an automated system to manage internal data, greatly reducing labour hours while also ensuring GDPR compliance.
A sample of the Sharepoint site map we provided the client with.
Client’s Words:
“We are delighted with the outcomes of the work Continuum has completed and has enabled to us to have greater oversight and control of our client and internal data. We embarked on this project following our attendance on the Business Improvement Programme.”