You may not know it, but how your business or organization manages its information is vitally important to how it runs as a whole. But what is information management? Information today includes both physical and electronic information. Collecting, organizing, and controlling that information, as well as distributing it to various audiences—all of this falls under the umbrella of information management. Sources of information might involve server file shares, web content, cell phones, or even simple snail mail. All organizations must deal with these types of information to keep up with the pace of modern business, but with the vast amounts of information proliferating today, it is easy to get disorganized, which may both incur legal difficulties and hurt your bottom line.

Your organization must be able to implement sound records and information management (RIM) practices in order to rapidly and consistently deliver the right information to the right people at the right time. Being able to manage information throughout its life cycle, regardless of the type of information, is necessary to a well-functioning organization.

There are several business applications, technologies, and tools that may assist you with proper records and information management. Some of these systems include enterprise content management (ECM), email archive and management, social media management, taxonomy and metadata, and knowledge management. ECM product suites typically include a minimum of document management and workflow, web content management, and records management modules.

It is important that your company complies with general guiding principles of records and information management such as:

• Treating information as corporate assets. You need everyone to recognize and agree to this across the board or else your business will not be very strong.
• Keeping information well-managed and retained. This means that if someone saves a file, it should be secure and available for use in the future.
• Making information accessible to those who need it, and have an appropriate business need to access it. While there are some documents that can’t be available to all staff, sharing information helps work processes flow much more smoothly.

Proper records and information management is a responsibility that everyone needs to adopt, from the top person in the company to the front line employee. A strong company holds its workers responsible to gather, manage, share, and deliver information responsibly. Part of that involves appropriate training so that employees are familiar with the processes, policies, technologies and overall best practices for their organization. Proper training and assistance with RIM policies, procedures, and best practices can be undertaken by professional companies who are well trained in records and information management, so that you can keep your organization’s information management efficient and compliant.

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