Originally published in RIMPA's IQ Magazine: Learn how this comprehensive approach to modern information management ultimately provides stronger outcomes and services to the community.
Organisations have been well on their way to considering and implementing digital practices and many thought they still had time. However, as the world keeps spinning, we are met with new challenges every day. Yet, these challenges should be the opportunity to re-think modern information management.
The UK has seen its share of challenges over the past two years – from floods to the pandemic – organisations have been nudged or plunged into adopting digital transformation. The ability to quickly pivot to remote and digital techniques, enabling team members to tap into information no matter where they are located, was the difference for many in terms of success.
It is clear digital information management and record keeping are the new normal. However, the approach an organisation will take towards this new normal must consider the end goal and re-visit the definition of a record.
A record needs to be understood in the context in which it is used and created. It needs to be protected so that authenticity is intact over time, and we need to have the required level of integrity to enable them to be trusted as a reliable piece of evidence.
A modern government agency must harness its information to provide effective and efficient services while ensuring legal and regulatory compliance. Information agility, process efficiency, and superior service become essential requirements for a modern government agency.
Modern information management goes beyond just capturing records in context and compliance. It should be seen as a core component to every organisation. It transforms businesses and lessens the burden on staff by bringing order to document disarray. Modern information management enables flexible working – enabling information to be accessed and shared remotely, in office or on the go. It results in better efficiency and productivity as teams are provided with innovative ways to collaborate while reducing mundane, time-consuming manual tasks. Other benefits of modern information management include:
Information and records management has rapidly evolved over the last 10 years, as has user expectations of how to access, use and apply governance measures. Organisations must adjust to ensure that all critical records are captured and preserved for long-term value and enable the users to engage with the information they need, for specific business purposes without overburdening them with stringent procedures. To do this successfully, organisations need a holistic approach.
When implementing or refining your organisations’ approach to information management, it is important to consider how information is accessed and harnessed. Focusing on just one area will not result in a solution that resolves all aspects of an organisation’s information management. Just like a human being needs to look at all aspects of their health to thrive, the same must be applied to an information management system. To simplify, here are 4 key areas to focus on:
Information everywhere
Consider the value of corporate knowledge and how it can be maximised. Are you able to provide end users with access to relevant information within their application of choice in order for them to make more informed decisions? The definition of a modern workplace has been redefined as where we work now is variable and there are new tools that we use to support this way of working. The modern workplace is here to stay which places more emphasis on the way people consume information and contribute to the decision-making process. How is the information accessible when your team needs it?
Governance everywhere
As organisations accelerate their digital transformation to support remote working, multiple devices, new collaboration and communication platforms, it is critical they maintain sound record keeping and have a single source of truth. Ensuring records compliance across all information sources is essential but it is important to do so in a way that doesn’t burden the end user. Consider this process taking place in the background, allowing the end user to complete their job efficiently.
Sustainable transformation
How can organisations digitally transform mission-critical business processes and deliver better outcomes for communities they serve? Driving sustainable business transformation that supports scale and flexible operations needs to be considered. From records automation to process automation, to integration with line of business applications, consider solutions that are well thought out to help transform your organisation or agency.
Cloud First
As organisations move into digital transformation, the way that technology or a solution is consumed is more secure and delivered in a shorter amount of time via the cloud. The cloud provides the flexibility with set up as well as downsizing or upsizing according to business needs. The cloud ties the other three points together and can be the final piece in the puzzle aligning with your organisation’s IT strategy to enable sound modern information management.
Modern information management ensures users access relevant information from wherever they are and provides effortless governance to this new way of working with minimal impact. It allows organisations to confidently evolve through the better use of information and accelerate their adoption of a cloud-first strategy. This holistic approach to modern information management ultimately provides stronger outcomes and services to the community.
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