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Data Mapping

This Checklist is based on the following Washington State processes, some of which are mandatory for state agencies, and common practices in the industry.

  • Records Inventory under RCW 40.14.040, managed by Washington State Archives
  • Application inventory managed by OCIO
  • ISO 15489 – implementing Enterprise content Management
  • Preliminary Investigation

    Based on ISO 15489 State Archives guidance step 1

     

  • Business Process Assessment

    Do a high level assessment of the key processes of each business unit within the organization, based on Archives and ISO step 2.  This is designed to capture the tools and systems that your teams use regularly, even if they don’t seem like IT. This work is usually done by the Business Process Analysis role of the inventory team identified in the Preliminary Investigation.

    For each process or activity, record the following data points:

  • Commitments Catalog

    Document and review the Records and Legal requirements for the agency, based on ISO and Archives step 3.  This work is usually done by the “Records” and “Legal” roles of the inventory team identified in the preliminary investigation.

  • Systems (Applications) Inventory

    Assess your organization’s systems and applications, based on ISO/Archives step 4, state Technology policy 112 and the annual “Application Inventory” and certification.  This work is usually done by the Information Technology role of the inventory team identified in the Preliminary Investigation.

  • Initial Data Map

    Produce your initial data “map” – it’s really a table of who uses what and when. This work is usually done by the Information Technology role on the inventory team identified at the beginning.

    The map should address the following questions for each system, based on archives and OCIO guidance:

  • Develop a Work Plan

    Develop a work plan for the coming year to confirm and expand your knowledge of your data assets, and to close gaps identified, based on ISO/archives step 5.