To gain value from your unstructured information, rather than just accepting ever-increasing storage costs and risks, you first need to understand what you have. Information discovery is the first step on this path.
Discovering the information your organisation holds and its characteristics are important steps in understanding, managing and then getting value from your information.
Most information held in systems grows organically, usually without an overarching information strategy, or information architecture to manage this growth. This can result in less oversight as to the information you have, which can in turn lead to duplicated, fragmented, redundant, insecure and unmanageable information.
An information inventory can show you what information you have, its characteristics and how it is used. It is an essential step towards developing an information architecture, identifying and managing information risk, and supporting information governance.
Conducting an information inventory also has advantages as a standalone exercise:
- Financial: redundant hardware and software can be identified and thus costs reduced
- IT: hardware and software can be rationalised resulting in reduced administration
- Compliance: compliance issues and risks can be discovered
- Procurement: informed decisions can be made about purchases based on what exists
- Sales: poor information can be ignored and good information capitalised on
Metataxis consultants have developed Information Architectures and Information Management strategies for many organisations in the UK and overseas. These include projects specifically focused on GDPR and the management of Personally Identifiable Information (PII) content in unstructured information repositories. We understand that every organisation’s needs are different, that one size doesn’t fit all, and we work hard to ensure solutions are appropriate to the client’s needs.
For more about our unique approach, or to discuss your information management challenges, please contact us at firstname.lastname@example.org.