Information management (IM) is the ability of organisations to capture, manage, preserve, store and deliver the right information to the right people at the right time.
Why consider it?
Information as we know it today can be both electronic and physical. A company's organisational structure must be able to manage this information throughout its lifecycle regardless of source or format (data, paper documents, electronic documents, audio, social business, video, etc.) to deliver it via multiple channels that may include (mobile) web interfaces. As private and public organisations move to adopt and implement the latest technologies to expand their information management ecosystems and digitally transform their operational processes, they are faced with the challenge of extending capabilities once confined to the desktop beyond the corporate walls to cope with comprehensive transactional processes.
When moving towards a digitally transforming business organisation, cost and productivity are usually considered the key drivers but they are more tactical than strategic. However, organisations appear to be more forward-thinking in their digital transformation drive when they identify the key driver as improving their information sharing and collaboration capabilities. This could be viewed as a dividing line between the trailblazers who typically look ahead even when a tactical approach is required and those who are in a sort of neutral position or who are really lagging behind in their digital transformation.
Other main drivers for better information management practices are a more personalised customer service, effective compliance and risk management and enhanced innovation capabilities.
- Improvement of product development and operations. Remotely capturing and analysing products' usage data enables product builders to improve and customise their future product and operation designs.
- An offering based on user profiling. Access to (real-time) usage data enables product builders to offer new types of highly personalised product functionality.
- Prepare for future new revenue streams: This new asset enables product builders to deploy a variety of new services such as predictive maintenance, customised remote support, automated ordering of consumables, and so on.
What does it involve?
Information management practices must cover the entire lifecycle, from creation to disposal and everything in between. The activities involved in information management often include searching for and finding content, securing and controlling information/content and access to it, eliminating ROT (Redundant, Outdated, Trivial) information, and meeting compliance requirements.
Information management environments consist of legacy information resident in line-of-business applications, as well as Enterprise Content Management (ECM), Electronic Records Management (ERM), Business Process Management (BPM), Taxonomy and Metadata, Knowledge Management (KM), Web Content Management (WCM), Document Management (DM) and Social Media Governance technology solutions and best practices.
To implement IM, companies need to adopt and understand the importance and benefits of standardised practices so as to implement secure, single-source collaboration environments where creation, management, and archiving or disposal can take place in a controlled way without impeding innovation.
This is also a great opportunity to enhance content management capabilities by using analytics tools to identify content types, classify the content and apply proper metadata as early as possible in the creation process. Additionally, this is a chance to ensure that sensitive information is managed appropriately and immediately to minimise potential security risks.
There are many opportunities to leverage and benefit from the use of mobile devices, demonstrated by the more than 50% of companies exploring the appification of IM technologies. Perhaps the best approach here is to identify the process, how it is initiated currently, where, when and if signatures are required, and how mobile use can improve and enhance those processes.
The experts of the companies forming the Agoria Information Management Working group can help you with your challenges in Analytics and Information Management through open events or dedicated sessions.
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