Exploring Five Key Tools for Seamless Information Management

As the volume of information managed by your organization expands, it’s time to rethink if your current information management technologies are keeping up.

Whether it involves email management, electronic documents, or tracking physical records and assets, here are the five most crucial tools that the optimal information management solution for your organization should incorporate:

Five Key Tools for Information Management

1. INFORMATION GOVERNANCE FRAMEWORK

Information governance (IG) needs to be your top priority, and the same goes for the company providing your solutions. In addition to creating a framework for compliance standards and corporate governance, IG guarantees the security and protection of your data.

An information governance (IG) framework is essential to the integrity and management of sensitive customer data if your company handles it.

2. DASHBOARD AND DISPOSITION ALERTS

Moderating retention schedules can be tedious, but automation has provided a solution. Your organization now requires access to a disposition dashboard that visibly displays retention schedules and alerts, facilitating defensible destruction with a simple click.

Wasting considerable time randomly reviewing files to identify those ready for disposition is no longer necessary. This solution addresses the inefficiency of time and resource expenditure.

3. CONFIGURABLE TAXONOMY

A stone taxonomy tree doesn’t accommodate the expected growth and changes within organizations. Your information management solution should demand a configurable taxonomy, allowing flexibility as your company scales, transforms, and evolves. Having the capability to modify your taxonomy ensures its continued effectiveness as your organization manages an increasing volume of information.

4. ADVANCED SEARCH FUNCTIONS and EXTENSIVE TEXT SEARCH  

Similar to the functionality offered by Google, your information management solution should feature a full-text search, enabling users to input complete terms and leveraging metadata to locate matching files and records.

In addition to full-text search, expedite searches further by incorporating +/- search functions for including or excluding keywords. These tools significantly reduce the time spent searching compared to outdated systems, making the process both easier and faster.

5. SINGLE ACCESS TO ALL RECORDS AND ASSETS

The ideal scenario is having electronic documents, emails, and physical records all accessible in one location. Imagine entering a search query and knowing that you can retrieve both physical records and their electronic counterparts. This isn’t a mere aspiration; it’s a reality that your information management solution should provide. Access to a unified and fully visible user interface streamlines information retrieval, saving users time and resources.

Conclusion

These five tools provide incredibly time-saving and headache-reducing benefits for users, IT teams, information officers, and legal departments as information management solutions adapt to meet the ever-growing wants and concerns of the general public. To get the best results for all parties involved while looking for or organizing your information management solution, give these five essential tools top priority.

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Please read through some of our other articles with examples and explanations if you’d like to learn more.