When you planned your last trip, you opened your favorite map app and generated directions to the destination. Wouldn’t it be great if you could just ask your computer where the file is located from that project you completed last year, or which system contains the inspection reports? There is hope that perhaps AI may one day help with that, but AI will only be able to provide an answer if the correct data is entered into the AI program. (Topic for another blog!) In the meantime, just as you need a map to help you find your way to your next great vacation, you need a map to find your way through your organization’s digital maze. (That map may also help with the programming for the AI tool.)
An Information and Data map depicts where your information is located and how it flows through your organization. To create the map, start by creating a comprehensive compilation of what document types the organization has, where documents are stored, who uses the document, how the document is used, document criticality, the name of the digital system storing the documents, and how the associated digital systems interact. The process can be taken a step further and the record retention series may also be assigned to each document type identified. Once the information is gathered, a pictorial view showing how the digital systems interact (or don’t interact) is generated.
At IM Visibility, the next step is to perform a SWOT analysis and create a plan to address gaps. The Information Map may be used for generating a taxonomy or metadata schema. As the map will also highlight document criticality, it may lead to the generation of a Knowledge Management tool that provides easy access to critical documents. The possible outcomes are endless, and the benefits are bountiful! Reduced frustration and time savings are benefits for stakeholders. Achieving Organizational Excellence goals are organizational benefits!
Creating an Information Map is time consuming and, just like when you try cleaning out the garage, you can easily get sidetracked. Having an outside expert perform the assessment will ensure that you stay on track and gather all the necessary information. Choosing an ‘off the shelf’ software tool is an option, but how does that tool know what to look for? It will require input from a human to define the document requirements and now you are back to performing the mapping yourself. Don’t get frustrated, let IM Visibility help. We will conduct stakeholder interviews, create the map, create a pictorial view of software interactions, create the SWOT assessment, and then based on your goals, create a roadmap for next steps.
IM Visibility is here to help with all your Information Management needs providing visibility to your organization’s greatest asset…. INFORMATION.
If all you need is someone to ask about how you can perform the assessment yourself and have a sounding board when you get stuck, then the Information NOW program may be for you. Click here to learn about the Information Now Program!