2. DRAFT
26/11/2013
Information Management Mission
To deliver Information and technology that
supports the needs of our staff, our funders,
our supported people and their carers
Information Architecture.vsd
3. DRAFT
26/11/2013
Information Management Practice Deficiencies
Deficiencies in current IM practice include:
• Don't know what information we have
• Unable to find information
• Don't know what correspondence is coming into the organisation
• Undocumented processes
• Don't have consistently documented processes
• Digital Information being stored in a multitude of locations e.g. shared drives,
network folders, email folders, USB drives
• Still storing a lot paper based information in different physical locations
• Lack of physical storage space becoming an issue
• Paper based information vulnerable to loss due no backup strategy
• A lot of duplicated and out-of-date information
• No understanding of the importance of information management at all levels
• No training on IM principles and practices for staff
• No credible version control of documents
• No document control associated with emails
• Different core systems being used containing duplicate information in
different ways and formats
• Lack of integration between these core systems
• A lack of consistency in presentation, storage, type of data, etc
• Limited resources for overall management of information
• Diverse business, training and project needs, and
• No overarching framework to underpin management of information
Information Architecture.vsd
4. DRAFT
26/11/2013
Information Management Benefits
Potential Benefits of implementing Information management include:
• a consistent approach for management of information
• best practices for management of information
• a structure to support the diverse needs of managers, staff, supported people,
carers, suppliers, government and community based agencies
• a mechanism to preserve information for collaborative projects
• improvement of business processes and information services, such as document
management and web based services
• a framework to support the demands of compliance regulations.
Information Architecture.vsd
5. DRAFT
26/11/2013
Information Management Goals
Our goals in the management of information are to:
· provide accurate and timely information
· allow multiple points of access
· maintain security and privacy
· derive business intelligence
· support decision making
· comply with legislated requirements
· deliver reliable applications and technology
· enhance communications and information dissemination
· facilitate meaningful collaboration amongst users
· add value to the business
Information Architecture.vsd
6. DRAFT
26/11/2013
Information Management Scope
‘Information management’ is an
umbrella term that encompasses
all the systems and processes
within an organisation for the
creation and use of corporate
business information.
In terms of technology, information
management encompasses systems
such as:
·
web content management (CM)
·
document management (DM)
·
records management (RM)
·
digital asset management (DAM)
·
learning management systems
(LM)
·
learning content management
systems (LCM)
·
collaboration
·
enterprise search
Information Architecture.vsd
7. DRAFT
26/11/2013
Information Management Principles
The guiding principles that underpin the management of our
information include:
· Single Source of Truth
· Single Instance
· Useability
· Findability
· Accessibility
· Security
· Availability
· Maintainability
· Accuracy
Information Architecture.vsd
8. DRAFT
26/11/2013
Information Management Lifecycle
The information lifecycle covers six basic stages:
·
Creation and Receipt
·
Distribution
·
Use
·
Maintenance
·
Disposition
·
Archival Preservation
Information Architecture.vsd
9. DRAFT
26/11/2013
PHASE 1 - INFORMATION MANAGEMENT PROJECT
This phase of the project looks at a subset of the PHCS Information Management
Architecture definition and requirements to support the development of a holistic
environment incorporating collaboration and team working spaces, document
control and records management and a re-imagined Intranet
Information
Architecture
Overview
Collaboration
Environment
Teams
Workflows
Workspaces
Chat
Mobile
Document
Control &
Records
Management
Environment
Version Control
Metadata Schema
Retention and
Disposal
Email Integration/
Management
Audit Trail
Intranet
Environment
Content
Style
Navigation
Searching
Tracking
Security
CMS
Web 2.0 content editing by
users
Information Architecture.vsd
10. DRAFT
26/11/2013
Collaborative Work Environment (CWE)
The following applications or services are considered elements of a CWE:
·
E-mail
·
Instant messaging
·
Application sharing
·
Video conferencing
·
Collaborative workspace and document management
·
Task and workflow management
·
Wiki group or community effort to edit wiki pages (e.g. wiki pages
describing concepts to enable a common understanding within a
group or community)
·
Blogging where entries are categorized by groups or communities
or other concepts supporting collaboration
Information Architecture.vsd
