Catholic Network Australia (CNA) recently completed its annual data review, a crucial governance process that helps ensure the organisation maintains appropriate data storage, access controls, and security measures.
What is the Annual Data Review?
The annual data review is a comprehensive assessment of CNA's data management practices. This process examines where data is stored, who is responsible for updating and maintaining it, and establishes clear guidelines for retention and destruction. For CNA, which coordinates resources across approximately 30 participating Catholic schools and school systems, proper data governance is essential.
Key Findings
Storage Infrastructure
The review confirmed that most CNA data resides in Microsoft Teams, with the tenancy managed by Catalytic IT. This centralised approach provides several advantages:
Consistent access controls managed by authorised individuals
Ability to create restricted access for external collaborators when needed
Private channels for sensitive commercial discussions
Regular backups to secure portable hard drives each semester
Data Categories
CNA organises its data into eight core categories:
· Census data - Student and staff numbers from participating schools
· Commercial information - Records of service agreements and commercial strategies
· Communication information - Correspondence with internal and external parties
· Education information - Resources related to educational programs
· Financial information - Records of transactions, invoices, and budgets
· Personal information - Contact details of CNA stakeholders
· Policy information - Documentation of policies and procedures
· Technology information - Records of technology pilots and solutions
Data Suite Overview
The following table provides a detailed overview of CNA's data management structure:
Data suite | Data summary | Stored in | Created by | Format |
CNA stakeholder information | Names, titles, email addresses and phone numbers including RSVP detail for events | MS Teams; WIX website | Communication WG; CoSec; CoSec support | MS Excel |
CNA Budget | Monthly profile of Board approved expenditure by General Ledger (expense account and cost centre) | MS Teams | CoSec; CoSec support | MS Excel |
CNA financial reporting | Monthly reporting comparing MTD and YTD income and expenditure position relative to approved budget. Balance sheet summary and review of Term Deposits also included. | MS Teams | Cutcher & Neale | |
Commercial details | Finalised and draft commercial agreements (ie MSA), proposals, PowerPoint slides | MS Teams | Commercial WG; CoSec; CoSec support | Varied (PDF for finalised) |
Communication | Letters, memos, emails and other reporting with internal and/or external parties | MS Teams | CoSec; CoSec support; Executive / Board | |
Strategic plan | Strategies, objectives, goals and measures for Working Groups and CNA as an organization | MS Teams | WG chairs; Executive | Varied |
Strategic reporting | Reporting against milestones (measures) | MS Teams | WG chairs; Executive | PowerPoint |
Board / Executive reporting | Reports provided to the Board for information, discussion or decision | MS Teams | CoSec; WG chairs; Executive | Varied |
Education resources | Event planning detail, project related detail and other education resources | MS Teams | Education WG | Varied |
Student and staff detail | Student and staff numbers based on a per school basis, segregated by year group for students | MS Teams | CoSec; CoSec Support | Excel |
Administrative documents | Meeting agendas, minutes, actions; Conflict of Interest declarations; Applications for Working Group membership; etc. | MS Teams | CoSec; WG chairs; Executive | Varied |
Governance documents | Draft and final (board approved) policies, Terms of Reference etc. | MS Teams | CoSec; Governance WG; Executive; Board | Varied |
What CNA Does NOT Store
CNA maintains strict boundaries around what data it collects. CNA does not store individual staff or student information from participating schools. Additionally, financial transactions are managed in Xero rather than Teams, with appropriate approval processes in place for invoices and expenses.
Continuous Improvement
CNA strives to continually improve its practices. If you have any questions or recommendations, please contact CNA at
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