Information management

Definitions

Ask 25 specialists for a definition and you will get at least 26 results.

Wikipedia Definition

I feel most comfortable with the term information management. In addition to other primary assets such as raw materials, infrastructure, facilities, and personnel, information is essential. Without that understanding, nothing happens and everyone walks around like a headless chicken.

There is a movement that wants to distinguish between structured information and unstructured information. Things like a logistics ERP system or a CRM system are considered structured data because everything is quantified and/or normalized to an almost molecular level. You can mainly calculate with these systems. Even to the extent that computers can communicate with each other.

For example, if your stock has decreased to a certain threshold value, you can automatically order new ones. This requires no manpower and prevents errors.

When we talk about files (files), the term unstructured data is used. This kind of information is processed with ECM systems (Enterprise Content Management) and there are even movements that think that if you add Business Intelligence to the palette, then there is EIM (Enterprise Information Management).

An organization of 1000 people is effortlessly able to manage 5 million documents. It’s not just about formal letters created in MS Word or Excel or PowerPoint. For example, we accept that a Whatsapp message from a manager can initiate a process. Also consider the piles of email generated per day/month/year.

Yet you see that techniques such as normalization and structuring add more and more value to systems for unstructured data.

Photos are files (files/documents) where you can do nothing with the best will in the world with a full-text search. Drawings (Cad Cam), music files also something like that. It is precisely through techniques such as modeling/normalizing and classifying that it is also possible to make models or photos of a certain subject retrievable. Someone has to make the effort to add attributes/keywords/tags as soon as a file is saved. Spotify has managed to store 70 million unstructured data files in such a way that a user finds what the person is looking for in just a few clicks.

This is the area in which I can make an important contribution. Overview, structure, and coordination.

information management: look at the entire landscape and make sure that all systems “understand” each other. The presence of unstructured data is no reason to make a mess of it.

Coverage

Collaboration

Collaboration (from Latin com- “with” + laborare “to labor”, “to work”) is the process of two or more people, entities or organizations working together to complete a task or achieve a goal. Collaboration is similar to cooperation. Teams that work collaboratively often access greater resources, recognition and rewards when facing competition for finite resources.
Collaboration in IT and ECM in particular is about providing the proper tools to enhance the process. No more and no less! You don’t need Teams or email to collaborate, these tools are just means to establish working together without the boundaries of time and place.

Document management

The concept of document management describes the path from a vague idea to an approved document. 

Capture

Managing digital-born content outside in & transfer of hard copy to digital

Digital Asset Management

It’s not only about text files. Pictures, audio, (CadCam) models, etc. are part of an organizations information too

Content allocation

In an ideal world content is managed in one place and re-used

Geo-location

There is so much content and it has become a science in its own to decide where to put what. This has a company internal aspect, but when working internationally that needs to be covered too

Classification

Classification is everything about structuring the unstructured to enable organization and potentially, automation.

Records management

Make sure that content that provides proof is kept unchanged for the duration of the retention period.

Web Content Management

The most commonly used way of expressing message. It needs a different approach than the “classic library”.

Workflow

Connecting people to information. If it’s dumb enough, let a computer do the work.

(Enterprise) search.

Find the needles in the haystack. Enable retrieval. People write for others to use it in a business situation. No company is paying you to write a personal journal.

Business Intelligence

Finding the hidden gems and find information that you didn’t know you had it in the first place. 

Integration

Let it all work together