Being able to use information is about more than having it available. As content explodes and information users have more data to shift to in order to retrieve the actionable information, the tools and processes behind information become more important.
Certainly having good infrastructure and search enabled applications are important for your basic functionality but usable information required more than search. It requires good data that is well-organized and maintained. Even the smallest organizations can be frustrated by the amount of information contained in their data repositories.
All electronically stored information is not actionable. Retrieving data quickly and accurately to be used in completing a report and making daily business decisions is the critical mission for information management. This can not be accomplished with technology alone.
Processes must be implemented to ensure that content that is created and stored is worth the storage space. In addition, using items such as custom taxonomies, properly implemented for each content piece will increase the relevance of stored information.
Archiving and retention policies and a complete understanding of the workflow are also necessary to getting the right information. Without the proper infrastructure and the right content management policies, organizations can place themselves at risk for several business problems, not least of which is litigation exposure.
At minimum, companies should have an ESI archiving policy that reaches beyond email. In addition, ensue that if you have an information process in place, your employees know and understand it. Training isn’t just about keyword search. It must include the protocols about creation and storage.