HRNow is a HR management firm with a large historical archive of client and internal data. To comply with both internal retention policy and GDPR we were asked to provide a solution using Alteryx which will allow regular management of their data.
With tens of thousands of files this meant managing information was challenging. The first step was to provide definitive but basic metric about the state of the SharePoint including file types, duplicate files, and file sizes.
Creating a visual map of the SharePoint was vital to provide an overview of the situation, this was done with Alteryx to provide a simple map with file counts for each folder.
This enabled an action plan to be created for the organisation of the existing files based on company’s policy.
An automated flow is now in place to regularly archive files with the specified criteria. The archive is a separate library with an identical folder structure for moved files allowing users to find required data effortlessly, allowing peace of mind with regards to compliance. The SharePoint Archive library has a retention policy to automate the deletion of data after 2 years allowing automated GDPR compliance.
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. Our objective was to identify and remove 'waste' and thus become more productive. Continuum have helped us remove that waste. We now move to Phase two of the project.
— Becky Hill, Director