What is Information Management? The Complete Guide

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Last Updated on 5 days

Information management is the key to success for any organization. It can help organizations achieve their goals by efficiently managing their available data. It also helps them avoid security breaches and data loss which could lead to financial loss or other consequences.

Information management refers to the collection, storage, security, maintenance, archiving, and destruction of any type and format of information. It specifies how organizations should use their most valuable asset and unlock its potential in order to contribute to overall company success.

We live in a highly competitive business environment where the efficient use of knowledge and information may be one of the most important aspects of an organization’s success. In a nutshell, information is the “organizational currency” for decision-making.

An effective information management program is a critical component of every organization since it ensures that employees are dealing with high-quality information in order to make decisions and fulfill their responsibilities.

In this article, we will define information management, discuss its role among businesses, and explain why it is vital.

Information Management
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What is Information Management?

Information management is the process of managing the complete lifecycle of information, from its identification and collection to its disposal through archiving or deletion. it encompasses all physical and electronic data collected by a business from its customers, employees, and vendors.

The role of information management is to assist employees with organizational roles or functions to make quicker and better-informed decisions by delivering the correct information to them at the right time and place.

Information management deals with the value, quality, ownership, use and security of information in the context of organizational performance

(T.D. Wilson PhD)

Information management, often known as enterprise information management, comprises a wide range of activities such as document management, records management, enterprise content management, enterprise search, digital asset management, and collaboration.

Data, records, infrastructure, information systems, business processes, and most significantly PEOPLE are all part of the business information lifecycle.

Since enterprise information management is a company’s duty, it should be viewed not only by the highest levels of management but also by employees at all levels.

Information is not just the lifeblood of companies and the glue that holds human relationships and processes together; it is also a commodity in today’s and tomorrow’s economies.

What Are The 5 Key Areas of Information Management?

The five key areas of information management are information collection, storage, distribution, archiving, and destruction. Each of these key areas plays a vital role in the effective management of information throughout its lifecycle.

1- Collection

At this stage, we must examine how the business collects information, whether it is created internally or externally, electronically or as paper, verbally, written, audio, or video.

At this point, it is crucial to collect just the necessary information in order to save storage costs, prevent analyzing data that is unnecessary to business governance, and guarantee that the information obtained is of good quality.

2- Storage

We must determine where the information collected in the previous phase will be stored. Paper-based documents should be stored and arranged in physical cabinets with fire-resistance measures in place. Electronic information, on the other hand, might be kept in databases, document management systems, ERP systems, and so on.

We must also identify and configure user access, version and change control, backups, and audit trails.

3- Distribution

This step entails deciding how information should be distributed, in what format, to whom, how frequently, and through what media, among other things.

Information is only valuable when it is presented to the appropriate person in order for the proper action to be taken. This is a critical phase since it helps the overall success of your program.

4- Archiving

Archiving is the process of securely storing inactive information in any format (both digital and paper) that you no longer use regularly for long-term retention. Such information is still important to organizations and must be retained for future reference or regulatory compliance.

You need to clearly state where the information is going to be archived and for how long.

I strongly advise you to read the article linked below for further information.

What is Archiving: Why is it Important? (theecmconsultant.com)

5- Destruction

According to various rules and regulations, such as GDPR, HIPPA, and others, information should not be maintained or preserved for longer than necessary, necessitating the necessity of a destruction process for information that has outlived its usefulness.

This step is critical because it eliminates fines and penalties for noncompliance with various laws and regulations while also lowering storage costs.

Why Is It Important?

Today’s business world is rife with fearless competitors. One of the most significant differences between a successful and a failed business is that the latter is better at comprehending and using information.

Information management ensures that businesses can overcome challenges, improve business operations, fulfill employee and client needs, improve business productivity and efficiency, improve decision-making, and enhance employee collaboration.

Check the below article for more information

13 Best Information Management Benefits That You Should Know (theecmconsultant.com)

We communicate through information. For the success of the business, everything revolves around efficient, accurate, and up-to-date information.

We all need easy access to the right information at the right time. Achieving this transformation has an enormous impact on both the culture and the outcomes of the organization.

By linking individuals, processes, and technology, effective companies will unlock the full value of their information. When information is handled effectively and only high-quality information is kept, organizations may turn it into knowledge to get additional insights into their business and redirect their operations to more profitable activities.

Information Management

The ability to manage big complex organizations requires an understanding of critical metrics for all elements of management, including strategic planning, tactics, and day-to-day operations.

What Challenges are Involved in Information Management?

There are major challenges that information management faces inside businesses, including digitization and automation, security, information silos, integration with legacy applications, poor information quality, decreased user acceptance of technology, and legacy application replacement.

I strongly advise reading the below article for more information

Top 10 Information Management Challenges And Solutions (theecmconsultant.com)

The Future of Information management

The future of business information management is promising, but it is not without challenges.

New data sources are being developed as technology advances. Data can be obtained from almost any piece of hardware that is connected to the internet using the Internet of Things (IoT).

Information will often be the most valuable asset for companies, and organizations must learn how to efficiently handle it.

What is Information Management?

It refers to the collection, storage, security, maintenance, archiving, and destruction of information of any type and format. It specifies how organizations should use their most valuable asset and unlock its potential in order to contribute to overall company success.

Why Is Information Management Important?

It ensures that businesses can overcome challenges, improve business operations, fulfill employee and client needs, improve business productivity and efficiency, improve decision-making, and enhance employee collaboration.

What Are The 5 Key Areas of Information Management?

The five key areas are information collection, storage, distribution, archiving, and destruction. Each of these key areas plays a vital role in the effective management of information throughout its lifecycle.

4 comments

  1. Thank you for the article. All of the above is easier to accomplish if the organization has an up-to-date retention schedule. Unfortunately, many companies do not update their retention schedule very often. Next, would come a file plan that is understood so everyone knows how long this data will retained based on the retention schedule no matter the format.

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