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Corporate Information Management: Core Concepts & Best Practices

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Corporate Information Management: Core Concepts & Best Practices

  1. 1. Corporate Information Management Core Concepts & Best Practices Anne Karete Hvidsten, MLIS What is information management (IM)? Although various definitions of IM exist, IM is essentially about capturing, organizing, disseminating, preserving/archiving, and discarding the information in an organization. An effective IM strategy - Ensures that the right information is provided at the right time and to the right person - Enhances organizational performance and productivity - Drives innovation - Supports decision making - Ensures adherence to legal requirements and protects the information assets IM skills and competencies Corporate information Corporate information can, at the broadest, be divided into structured and unstructured information, of which unstructured information is most prevalent and diverse. Although “paperless” has become an ideal for many organizations, paper-based information is still prevalent and forms an important part of corporate information. Information systems Structured and unstructured information is traditionally processed and managed in two different systems (ECM and ERP). However, most business processes involve both types of information. Large corporations would therefore benefit from integrated information systems where ECM and ERP are connected. Records management • Follow ARMA’s Generally Accepted Recordkeeping Principles • Conduct a records inventory • Conduct a records appraisal to determine the records’ value (historical, administrative, legal, or fiscal) • Develop a records classification scheme • Create a legally defensible enterprise- wide records retention schedule • Determine a defensible disposition method for each record series Information risk management • Identify the organization’s high-risk and high-value information • Identify information risks and threats, and develop risk mitigation strategies • Train staff to handle high-risk and high- value information securely • Implement various software that protects the information regardless of its location and access device Data governance • Good data governance ensures enterprise-wide availability of reliable data, forming the basis for quality analysis and informed decision making. • Assess the current state of the organization’s data. Are there data silos? • Ensure consistency by developing standards for the collection, input, storage, and use of data. • Make the individual business units responsible for the data they generate and use, not the IT department Legal compliance • Legal requirements are one of the key drivers in corporate IM. • Conduct legal research to find out which laws and regulations apply to the organization. Legal assistance might be needed • Make sure the organization is prepared for e-discovery by having an up-to-date and legally defensible retention and disposition schedule and a policy for email management 4. Discard Information is disposed of in a secure manner when it no longer holds any value to the organization 3. Preserve & archive The information remains current and secure; inactive information is archived 1. Capture Information is collected, created, or captured by different sources and in different formats 2. Organize & disseminate Information is organized and disseminated in accordance with the organization’s structure and security measures References ARMA International. (2007). Records and Information Management: Core competencies [PDF]. Downloaded from http://www.arma.org/r1/professional-development/education/competencies Gidley, S. & Rausch, N. (2013). Best practices in enterprise data governance [PDF]. Retrieved from http://support.sas.com/resources/papers/proceedings13/084-2013.pdf Iron Mountain. (2014) Records and information management: Best practices. Retrieved from http://www.ironmountain.com Smallwood, R. (2014). Information governance: Concepts, strategies and best practices (Wiley CIO series). Hoboken, NJ: Wiley. Structured information Unstructured information Sourced from databases Text files (e.g. Word documents, PDF files) Spreadsheets (e.g. Excel) Audio files Flat files (CSV) Video files Presentations (e.g. PowerPoint slides) Emails Images and graphics Text messages (SMS) and Instant Messaging (online chats) Web content (e.g. blogs, wikis, online articles) XML files Social media (e.g. Twitter messages or Facebook comments) Competency Domain Examples 1. Business Functions Staff supervision, strategic planning, and budgeting 2. Records and Information (RIM) Practices Develop RIM practices and conduct information life cycle management 3. Risk Management Assess risk, manage disaster recovery, and implement preventive measures 4. Communications and Marketing Communicate ideas and thoughts successfully, and establish good business relationships 5. Information Technology (IT) Implement, maintain, and use IT hardware and software 6. Leadership Motivate and engage staff, and ensure that RIM goals are met

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