take the hassle out of managing information
Your information assets are critical and highly valuable assets of your organisation. To ensure you are leveraging the value of this asset and making it easier to manage information, review the five stage process for effective information management and see how your systems stack up.
Plan – A robust information management plan should be in place. All stakeholders need to be trained in best practice and the procedures to be followed. Details such as timing, naming and other identification conventions should also be planned and documented.
Capture – Access to systems regardless of where your workforce is placed is essential for capturing information. Included in the management plan should be the process on how to capture information. Training needs to include the policies, processes, technologies and best practices.
Store – You want assurance that information captured in a system is safe and secure at all times. There should be a failsafe back-up process along with strong security processes. Non-editable options need to be a part of the security measures.
Report – Information captured is of no value if it can’t be readily reported or exported into a format that can be manipulated in a timely, accurate manner.
Archive – A good information management system will have automations in place for archiving data. Unarchiving or retrieval should also be a simple process. In planning, time periods for archiving should be ascertained.
Information management is the responsibility of all staff at all levels. They are accountable to capture, manage, store, maintain and share information fittingly and responsibly. The management of information requires that it is readily accessible by the right people with the relevant permissions, and easily able to be utilised to make informed decisions.
Information includes both electronic and physical formats. It is essential that whatever system you choose, it is robust enough irrespective of the format of the source. Here are some questions to ask before committing to a CRM or system for information management :
- Can this system accept both paper and electronic files?
- Is there capacity for the addition of audio, videos and sound files?
- Are they accessible via mobile or tablet?
- Will they be they available 24/7 everywhere – ie cloud based?
- Are there version control options?
- Does the system provide notifications of changes to documents?
- Is there a detailed history and notes functionality for audit trails?
- Can files have permissions applied?
- Is the recovery process able to be managed quickly and efficiently inhouse?
- Can access be provided to all those who have a right to the information?
If the system you select answers ‘Yes’ to all of the above, you are well on your way to ensuring that your information can be controlled, evaluated and reported accordingly.
So where to from here?
Choose your data management system and begin your planning. Our vision at MYP is to be the platform for the community sector that enables you to thrive and do what really matters. This means providing all stakeholders with access to information at the click of a button.
Haven’t seen our platform yet? Reach out and we will be in touch. We have been working with community organisations for 10 years and understand the unique challenges the community sector is confronting during this time of rapid change.
about the author
TAMAR BOSTOCK | LEARNING + DEVELOPMENT MANAGER, MYP CORPORATION
Tamar is a highly experienced educator with a background in Adult and Child learning and coaching. She is responsible for driving an innovative learning and development program for MYP Subscribers that meets their learning needs using the latest learning techniques and technology. Tamar delivers face-to-face and online Certified Training to MYP Subscribers to ensure effective use and implementation of their business systems. She is also responsible for managing the MYP Certified Trainer program.
never miss a beat
Get notified when new blog posts are available to read!