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Information Management By Design

Establishing effective information management

Information is an essential and valuable asset to government business.

Information Management (IM) is the ‘planning, collection, control, distribution and exploitation of information resources within an organisation, including systems development, and disposal or long-term preservation’ (AS ISO 5127:2017, section 3.2.1.23).

It involves planning, designing, and implementing effective processes, governance, and infrastructure to manage information throughout its lifecycle (creation, management, use/re-use, destruction or preservation).

Developing systems: information management considerations

Knowing your business and your business information needs, planning any integrations with current business systems well, planning for the stability and longevity of your core business information, being aware of the information-related impacts of system change, planning and managing change, deploying metadata requirements strategically, and assessing your need for system documentation requirements will help determine information management requirements when developing new corporate systems.

Mitigating common digital information management challenges

The relam of digital information management is ever evolving, where formats and systems can become swiftly outdated. It can equate to varying information issues relating to accessibility, authenticity, accuracy, and efficiency.

The following advice highlights some of the common issues in which your organisation may encounter with suggested solutions/strategies to mitigate these challenges.

Identifying information risks that might be impacting on high risk business

High risk business areas in each organisation should be priorities for information management activity, in order to identify and mitigate any information-related risks these business areas might face.

This page defines common and specific information risks, articulates strategies for identifying areas of business which face information risk and provides mitigation strategies and case studies for dealing with information risk.

Identifying and managing high value and high risk records and information

The Standard on Records Management requires that high value and high risk records and information should be identified and captured, then managed and made accessible for as long as they are required. As high value and high risk records and information are often required for a considerable time, organisations will usually need to safeguard them for longer than the life of the system in which they are maintained. This means sustaining records and information through system and service transitions with robust migration and export strategies that identify both the critical information and the metadata which makes that information understandable and authoritative.

Making decisions about how long to keep digital information

The ad hoc and unregulated deletion of information and the unwarranted over-retention of information can both affect business performance. Therefore, decisions about how long to keep information are important.

Information retention and disposal rules must be deployed 'by design'.