Information Management Systems

Posted by Roxanne Chugg

  • Does your organisation lack an integrated and easy to navigate information management system?
  • Do you have effective archiving in place for information retrieval?
  • Do you have a process in place to review and improve your core and key support process documentation?
  • Do you have uncontrolled and duplicated documentation?
  • Do your people understand the risks of not managing information well?
  • Do you have a process in place to ensure documentation reflects the way things are actually done?
  • Are documents and procedures owned, reviewed, improved and is there training around “this is the way we do it around here”?
  • Do you have lots of data and information in your business systems but lack business knowledge and intelligence?

Developing your information strategy to form a plan of attack to deal with these issues is an important first step.  Developing a plan to implement your strategy is a critical success factor.  Process mapping your core business processes and capturing the information you need to make decisions to improve these processes and provide quality products and services to your customers is important.

There are many systems out there and working through what is going to work for your organisation can be tricky.  Important considerations include:

  • A documented cloud-based content management system
  • Accessibility for those off site
  • Ownership of a Document Control Process
  • Permissions process for document changes
  • A documented and automated archiving process
  • Process for review and improvement of information/documentation (based on risk)
  • A way of analysing “better ways” to determine if they are in fact a “better way” for the majority and not just change for the sake of one or two individuals
  • Standard Procedures Manual – to understand “this is the business way of doing things”
  • Use of Meta Data and key words to allow efficient searching for information
  • Naming conventions so that there is consistency in the way files and documents etc are named