What is Information Management System? Why is it Important?

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Written By Haisam Abdel Malak
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Information management systems are the backbone of any organization. They help in managing information, data, and knowledge in a structured way. Business intelligence is a subset of these systems and helps organizations to make better decisions by providing them with insights from their data.

An information management system (IMS) is a computer system (or set of computer programs) used to track and store information. An IMS may be used to track anything from financial data to inventory levels and customer information.

Many IMS are designed to work with a specific type of information, such as medical records or product data. They are used to help organizations manage information lifecycle from creation to disposition.

The key features of an information management system are data storage, data retrieval, data security and integrity, information access, and data processing. It helps organizations reap all the benefits of IM.

In this article, we will define information management system, list their features and types, and showcase their benefits.


What is Information Management System?

An information management system (IMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking).

An IMS is a comprehensive set of applications, processes, and technologies that are used to collect, store, and manage data. The goal of an IMS is to provide better access to information for decision-making purposes.

IMS software can be used by organizations in any industry – from healthcare to financial services. It can be used for anything from managing patient records to managing customer data and it is always updated to keep up with the information management trends.

What are the 3 types of Management Information System?

There are three types of management information system (MIS): operational, decision support, and executive.

An operational MIS provides information that is used to run the day-to-day operations of an organization. A decision support MIS provides information that helps managers make decisions. An executive MIS provides information that is used by top-level executives to make strategic decisions.

The Role of an IMS in the Modern World

Information management systems are used in many industries and sectors. They are used to store, process, and share different types of information with other people or entities. With an information management system, we can make sure that the data is secure and available at all times.

One of the most common uses of information management systems is in finance. These systems are used for storing financial records, business transactions, and accounting data for future use. The data can be retrieved when needed to complete reports or share with clients.

What are the Benefits of Information Management System?

Information management systems are a necessary part of any business. They can be used to improve business processes, increase productivity and reduce costs.

Here are the top benefits of an information management system:

1- Increase productivity

An Information management system is an integral part of any business, organization or company. An Information management system helps to organize and store all important information in one central location. This enables employees to be more efficient, productive, and ultimately successful.

2- Improve communication

It is important to have an IMS that can capture and control the flow of data in a company. It will help improve communication with customers, employees, partners and suppliers. With an effective system in place, teams can ensure there are no miscommunications or missing information which would reduce customer satisfaction. It will also help you find the data you need as quickly as possible.

3- Reduce errors

There are many benefits to implementing an effective information management system. It helps reduce errors by helping employees find the right document or file for their needs. It also helps with the many hours of paperwork that are necessary at an agency.

When an agency implements a process for tracking and storing information, it can use the system to help identify trends or patterns in its data. This can help them see what is working well and what is not. It also allows them to learn from mistakes or improve processes if needed.

4- Increase competitive advantage

In the digital age, the way companies manage and store data has a big impact on their success. A report from Forrester Research shows that in an era of growing customer demands and accelerating competitive pressures, every organization needs an information management strategy to be “data-driven.”

5- Cost savings

There are many benefits to implementing an effective information management system. One benefit is cost savings. Information is expensive to store and maintain, but with the right system, that expense can be greatly reduced.

The process of managing information can be very labor-intensive for libraries; for example, a library catalog requires about 20-30 person-hours per entry. With an effective information management system, that number can decrease to a mere two or three-person hours-a savings of over 98%!

Key Features of Information Management Systems

Information management systems are here to make our lives easier. They should have the features that we need to maintain maximum productivity and efficiency. These features include data security, data governance, record retention policies, and compliance measures.

1- Data security

Data security is an integral part of any information management system. It involves a range of strategies and policies, including both preventive and detective measures, to protect against the theft or unauthorized access, use, or destruction of sensitive data.

In a company with more than 500 employees, the chief information officer (CIO) should have separate system-level and user-level security controls and risk management to protect sensitive data.

2- Data governance

An information management system can help with information governance in a number of ways. It can help to track and manage data, to ensure that it is accurate and up to date. It can also help to audit the data, to ensure that it meets compliance requirements. Additionally, it can help to keep track of who has access to the data and to control what they can do with it.

3- Data analytics

The first feature that an information management system should have is data analytics. Data analytics is the process of extracting raw data, summarizing it and making predictions about it. This gives customers a better understanding of their data, which in turn leads to more accurate decisions.

4- Data integration

An IMS can help in data integration by providing a central repository for data that can be accessed and shared by multiple applications. The system can also provide tools for data cleansing and transformation to ensure that the data is compatible with the applications that will be using it.

5- Big data capabilities

There are a number of reasons why an IMS should provide big data capabilities. First, big data can help organizations make better decisions by providing them with more accurate and complete information. Second, big data can help organizations optimize their operations by providing them with better insight into their business processes. Finally, big data can help organizations protect their information assets by providing them with more comprehensive security and privacy controls.

5 Tips on How to Implement an Information System Successfully

When you are designing an information system, it is important to start with the basics. It is important to think about the needs of your organization, challenges faced, your employees and other stakeholders.

The following are five tips that are essential for implementing an information system:

1- Define a clear purpose for the system

A clear purpose for the system is essential to determine what information needs to be stored, who needs access to it, and how it will be organized. The system design should include a clear and specific set of requirements for the data collected.

Structural and technical safeguards must be in place to prevent unauthorized access, misuse, leakage of information, or loss of personal information to prevent financial loss.

2- Create a team that will be responsible for designing and implementing the system

There are many factors that need to be considered when designing an information management system for a company.

One of the main considerations is the use of cloud services and the potential risks involved in using those services. The team needs to have a balance between experience with these systems, experience with risk assessment, knowledge of privacy laws, and apply information management guidelines.

3- Create a design template that will help you stay on track

Implementing an information management system is a huge undertaking. One of the most important things for success is to have a design template that will help you stay on track. This template can include color coding, folders, and documents to help with organization.

4- Identify all stakeholders

It ensures that businesses are able to store, retrieve and understand relevant data. The key is to identify all of the stakeholders and make sure that they have a say in the design of the system.

For example, the IT department may be able to design a system that works for just the IT department but it won’t work well for either employees or customers.

In order to create an effective information management system, you need to:

  • Define and establish a formal structure.
  • Develop policies, procedures, and guidelines.
  • Provide training on information management.
  • Implement changes over time.
  • Communicate and share information.

5- Build relationships with stakeholders

The human touch is essential for a successful implementation, but it’s not the only thing needed. There are many different components that go into building a successful system. One important aspect is building relationships with stakeholders. It’s important to understand what their needs are and how the system can help them accomplish this goal.

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