Managing Organisational Data & Information Effectively

Knowledge Management Global Folders

Do you know how big the mountain of information is in your organisation?  Should some or most of this information be archived or deleted?  The lack of physical evidence of how big the issue may be can also be an issue.  The challenge is to monitor your information mountain effectively!  The question ultimately is – How do you effectively manage your organisational data or the information held within your organisation today?  If you do this are you managing this organisational data effectively?  

This article explores the reasons why it is important to manage your organisational data and information effectively and the things you should take into consideration.

The latest IBM CIO survey showed that only 15% of organisations believe that their organisations data is good and comprehensively managed.  Managers can often be unaware of the scale of the problem of the lack of management associated with organisational data and information.  They may not also realise how this data/information issue will continue to grow within the organisation, if left unstructured and mismanaged.

The Historic way to Manage Organisational Data and Information

In previous decades managers could see their employee’s desks and into filing cabinets with relative easy, noting any unstructured/untidy areas within their departments.  This was probably done unconsciously, on a casual walk around the office or to and from meeting rooms.  However, these days, information is often contained within a person’s desktop/computer or laptop – not to mention the multiple data files that can be held within a cloud or on mobile computing tablets etc.

Organising the Disorganised!

Staff need to have standardised structures for managing their data, good search functionality or in an ideal situation – both, to be effective and efficient within their role.  With a good search technology or knowledge management solution you should be able to index existing structures (helping to provide a solution for the disorganised information sets) and provide an excellent search and reporting tool.  Getting to information quickly and easily is essential, especially at the point of need.  These elements ensure employees can increase their productivity.

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