Enterprise Information Management

Summary: Optimation provide Enterprise Information Management (ECM) systems in New Zealand. We’ll take a look at why Enterprise Information Management isn’t just about the technology, the process involved in implementation, and the future of IM.

Enterprise Information Management connects people and information to create business value. It involves making sure the supporting governance, controls, processes and technologies are available to make this happen in a way that works for a business. “Information” includes all formats such as electronic, paper, emails, images, drawings, audio, video, and more.

Optimation’s service offerings are as broad as the field of Information Management itself. We understand and wholeheartedly embrace the multidisciplinary nature of the discipline and from experience also know that there is no ‘one size fits all’; there is only what fits you at a given point in time. 

Strategic Guidance

Our Information Management consultants can help you build a practical strategy, Information Management framework, policy or governance model and take you through a roadmap of how to implement it successfully. Setting out the strategy is only the first step in improving outcomes, and our experience in how to implement them in a way the business will support makes all the difference in getting to the outcomes you need.

Enterprise Content Management Selection

Assisting in selection helps our clients pick the best technology to meet their business needs. As part of this process we bring a wealth of knowledge of a range of technology solutions and can help clients work out which common ECM capabilities the businesses want from the technology.

Enterprise Content Management Implementation

Implementation helps you take a piece of technology and ensure you configure and implement it in a way that will meet business needs and work for the people who use it every day. Our focus on change management and ensuring a quality user experience ensures success. As well as knowing what success looks like we know what the potential pitfalls are and have strategies to avoid them.

We have worked on implementations using a range of platforms and have particular expertise in the Open Text suite of enterprise Information Management products. We have partner status with OpenText.

Taxonomy And Ontology: The Principles Of Information Management

One of the fundamentals of successful Information Management is having a consistent way to describe and classify your information. It helps people find what they need and helps you manage the lifecycle of the information appropriately.

There’s a range of options to do this and we have experts in metadata, taxonomy, ontology and everything in between. We partner with Smartlogic to deliver the Semaphore product, a leading edge classification and ontology management tool.

What Companies Should Undertake Information Management Projects?

Every business needs to manage information. What changes is the scale and complexity. Common complaints from staff that indicate an Information Management problem include

  • I can’t find anything
  • I can’t tell which version is most current
  • My email is out of control,
  • I can’t get the information I need when I’m out of the office.

Like all good projects, an IM project starts with understanding the problem you want to solve, and most importantly, the outcome you want to achieve.

Next, we work out the right approach for you. Are Optimation going to deliver the entire project for you? You might already have an internal team, but may need specialist advice to ensure you are focussing on the right things and avoid common pitfalls. By drawing on the combined experience of our Information Management specialists and colleagues across the business we are able to offer services tailored to your organisation’s level of maturity and current business need.

The Challenges Of Information Management

One common misconception is thinking that Information Management projects are all about the technology. In reality, Information Management is about people, process and technology. It is important to ensure is that the solution you’re looking at works for all the people involved, from the Chief Executive looking to achieve strategic business goals to the employees who use the IM tools every day and want the tools to help them do their jobs more effectively.

Understanding the core business processes and supporting IM processes is fundamental to ensuring the Information Management system delivers what is needed, and that you target your efforts in the right places. Without knowing what is happening in the business, and where the pain points are, it is difficult to make good decisions.

We tend to list technology last when talking about IM, as you need to first understand the people and processes before you start looking at what technology options you need. Often we get caught up with some wonderful product that’s come out and has all the bells and whistles. But do you need it? Is this the right time? Do you already have a similar capability elsewhere?

The Future Of Information Management

Collaborative Information Management is a strong trend that will continue to be developed. People are used to technology that allows them to interact with other people, easily, no matter where they are located.

Information Management technologies are becoming increasingly intuitive and tasks that used to be barriers users are becoming more and more invisible. You might be sitting in an airport writing a document with a colleague back in the office. You can make changes on your smartphone while you both talk about your thoughts and when you hit save, it is automatically classified and filed into your central corporate system.

If you’d like to discuss your next Information Management project, please get in touch.

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