TPR implements an award-winning Information & Records Management Framework
Solution Summary
The Pensions Regulator (TPR) is the UK public body that regulates work-based pension schemes by ensuring employers enroll staff in appropriate pension schemes, maintain adequate funding, and guarantee these schemes are managed with the best interests of savers in mind. TPR collaborated with Intelogy and FYI to create a comprehensive Information & Records Management Framework.
This framework enhances TPR’s information governance processes, including the implementation of a Business Classification Scheme (BCS) and an Information Asset Register (IAR), vital for business continuity and disaster recovery plans.
This project was awarded the prestigious “Innovation of the Year” award at the 2024 IRMS Conference.
“It has been a very positive experience working with Intelogy and TKM/FYI to develop our new Information Asset Register. Thanks to their collaboration, TPR will be able enhance its information ownership and governance practices by utilising modern tooling and automation.”
– Leila Ratcliff & Derek Warner, Records Management Team at The Pensions Regulator
Challenges
Over the past few years, TPR has run a programme to overhaul its information governance processes, recognising the critical role of effective information management in safeguarding its data and ensuring regulatory compliance. In 2021, TPR adopted SharePoint Online for information management of corporate documents and records, involving complex migration requirements and managing the sensitive nature of some content.
Solution Overview
TPR sought expertise and guidance from Intelogy’s partner FYI who conducted interviews with key stakeholders that informed the development of a BCS as well as understanding the most valuable information to staff when managing their information assets.
This investigatory work led to innovative approaches being embedded within an IAR including:
- Aggregating completed work on information assets into more manageable information asset lines
- Incorporating requirements in the IAR from stakeholders across the organisation to manage information more holistically
- Relationships between information assets and business systems are being maintained
- A maturity scale for each of the assets
- Descriptors and scoring to allow TPR to fully understand business criticality
TPR appointed Intelogy to oversee the creation of the IAR using Microsoft’s Power Platform. Intelogy provided TPR with an IAR which incorporates a business systems register, an integral BCS and integrated records of processing activities. The IAR utilises a Power App to provide a contextual interface with central data storage provided by Microsoft Dataverse.
The application delivers an automated annual review process, that provides both Information Asset Owners and Managers with a consistent interface to maintain assets throughout their lifecycle. Notifications are provided across various IAR activities, including the creation of new information assets, updates to existing assets, or the need for asset decommissioning.
The new IAR additionally provides TPR with a comprehensive reporting interface provided by the Power BI Service, which enables in-depth exploration of information assets.
It’s great to see the IAR recognised with an award. With its intuitive data management interfaces, automated scheduled reviews, and extensive compliance features, it will greatly streamline the management of TPR’s information assets. This is a great example of what’s possible in the Records Management domain with the Power Platform.”
– Edgar Karpavicius, Technical Consultant at Intelogy
Client benefits and Results
- Enhanced regulatory compliance: The new IAR dashboard simplifies the process of managing information assets, ensuring regulatory compliance and improving information governance practices.
- Central data storage and automated processes: The IAR provides a contextual interface using a model-driven Power App and central data storage hosted in Microsoft Dataverse, automated annual review processes triggered and tracked via Power Automate, and a comprehensive reporting interface provided by the Power BI Service, greatly streamlining the management of TPR’s information assets.
- Business continuity: The IAR incorporates descriptors and scoring to fully understand business criticality, which is used by TPR to ensure the correct assets are prioritised for recovery in the event of an incident.