This project aims to develop comprehensive document governance standards for a local Government municipality. The focus will be on working along side the customer to help with the creation of standards for governance, labels, retention, and classification, aligning with industry preferred practices for county government.

1. Establish a centralized governance framework for document management.
2. Develop and implement standards for document creation, classification, access controls, storage, and lifecycle management.
3. Ensure compliance with legal and regulatory requirements.
4. Enhance document findability and reduce risks associated with document management

Role Overview

·        Governance Framework Development

o   Work alongside the client to establish a governance team to oversee document management.

o   Assist in interviewing key stakeholders on how departments use and access data files currently.

o   Assist in developing standardized processes for document creation, review, approval, versioning storage, retention, archival, and disposal.

·        Controls and Policies

o   Assist with defining and implementing a classification process categorizing documents based on sensitivity, access needs, compliance requirements, and labeling standards.

o   Work with the client to help define and document access controls and security standards to protect documents from unauthorized access, develop procedures for managing access requests and modifications, and implement encryption for sensitive documents in storage and transit

o   Assist with the creation of version control to prevent duplication and retain required document history

o   Assist with defining naming conventions to ensure documents are easily identifiable and searchable.

o   Assist with defining and documenting the process for archiving and securely disposing of documents.

·        Change Management and Training

o   Review and optimize current change management process

o   Work with the charter team to adopt and define a new change management process for teams without established practices

o   Assist with the development of document governance training using the newly documented standards