How to Approach Information Management? My 5 Tips
Information Managementt…the sounds might a bit technical. Something like ensuring that data is stored somewhere and is easily accessible. It should be done securely. “But the reality is that a large portion of the information is contained in documents—such as contracts, emails, and files,” I said earlier in an article* in the CorporatieGids. By Marco van Drogenbroek
Information management is a complex topic for many organizations. I hope these five tips will help you handle it even better:
Start with the organizational goals, not the technology
Suppose you’re looking for a DMS—a document management system. Don’t jump right into making all kinds of technical comparisons. The most important question is what the organization wants to achieve. That could be, for example, “the most secure system for our financial data,” but it could just as easily be “the most user-friendly system for teams to collaborate with one another.” Is it primarily a tool to support processes, manage risks, or make better decisions? In short, define the goal first. Make sure everyone agrees on it by asking clarifying questions.
Understand how employees actually work with information
If you don’t analyze the work processes properly, a situation may arise where employees can view information that isn’t intended for their eyes. It also creates clutter: the information they need becomes harder to find. Furthermore, it can pose security risks. So, have in-depth discussions with your colleagues. What information do they use? What challenges do they face? What’s on their wish list? How quickly does the information need to be available? Is it just documents, or does it include other content, such as images? For example, Enterprise Information Management (EIM) systems handle different file formats better than (traditional) document management systems.
Don't focus on centralization, but on authorization and classification
In practice, I see that not enough thought is given to which documents are truly critical. Data is stored somewhere in a central ERP or CRM system where far too many employees—and sometimes even external parties—can access it. Centralization, then, is not the magic solution, but authorization is: ensuring that only authorized users can see specific information.
““You need to think about where each piece of information belongs. I often distinguish between collaborative and sensitive information. Tools like SharePoint are excellent for collaboration and temporary documents. But your ‘crown jewels’—such as legal documents, financial data, or records with retention periods—need to be stored in an environment where you have control and assurance.” Source: Corporatiegids
Another important aspect of information management is classifying your crown jewels: what must never fall into the hands of cybercriminals and could have a massive impact if it does? You should then store them only in an environment where you can be certain you have control over them. Don’t forget to instruct authorized employees that they must not simply email this information or store it in any other file. Policy is and remains key to limiting the risks of data breaches.
Simplify and make room
Being able to easily access information—through a clear overview—is also part of information management. But the challenge today is knowing exactly where the necessary information is located. The reason? There are too many different tools and platforms, which has led to uncontrolled growth. Therefore, explore where your IT landscape can be simplified. De-duplicate data when the same data appears in different applications. You can also gain clarity by cleaning things up, making information easier to find. No time? Let us help you with that.
Make ownership explicit
Determine who owns which information. In other words, who decides on the quality, accessibility, retention period, and security level of the information? This person is also the one who takes action when information becomes outdated or needs to be updated to comply with laws and regulations. By explicitly defining ownership, you prevent ambiguity and fragmentation. What else does this achieve? It ensures continuity. After all, systems change, processes change, and employees change roles. However, if responsibility is properly assigned based on job roles, information remains manageable, reliable, and valuable in the long term.
In the field of information management
With these five tips, I’ve tried to offer some advice. But there’s much more to say about information management. We’re also here to help you with the content. What does that mean? For example, we can review the formatting of documents and the communication channels through which they need to be sent. But we can go a step further by even reviewing the content itself.
Suppose you’re storing contracts—are they drafted correctly from a legal standpoint? You can also turn to us for questions like these, because we’re supported by an ecosystem of specialists. In this case, we work with a law firm specializing in IT law. Do you lack an overview, control, and a firm grasp of your information security? Then CISO as a Service is worth looking into.
It is precisely the diversity of topics related to information management—covering both incoming and outgoing information—that makes my day-to-day work so interesting. I’d love to discuss this with you sometime.