By Meg Shallcrass |
October 4, 2024
How to effectively manage information silos
The quantity of data we create is growing exponentially. So, the ability to manage data and records effectively is crucial, in order to maintain productivity and extract value while meeting all regulatory and compliance obligations.
Most organisations we work with typically face a number of common pain points relating to how information is managed and utilised.
In this series of blog posts, we are taking a deep dive into the world of information management and sharing the pain points we typically come across when it comes to how information is managed and utilised. For our first blog, Meg Shallcrass, consultant here at Metataxis, takes a look at the issues caused by data and information silos and reveals her recommendations how to resolve them.
Read on:
Data, data everywhere
Many organisations struggle with data being scattered across multiple systems, departments, or locations, leading to inconsistencies and inefficiencies. This can result in all kinds of problems: difficulty finding information; duplicated work; difficulty in gaining a unified view of information, and challenges around decision-making. Time is lost looking for information, and work is duplicated as previous work cannot be found.
An example of this might include organisations where various systems and tools have been introduced over time, meaning different information is stored in multiple different locations. It is unclear which version is the “official” or “correct” copy. This leads to information being scattered, duplicated, and users being unsure which content belongs in which tool, as well as difficulty finding information in the first place – as it could be stored in any number of places.
There might also be instances of individual teams or departments hiding their information away in separate locations, not visible to other users. By storing information in silos, work can be overlooked or lost, as the right people do not have access to it or are unaware of its existence. This results in incomplete and sometimes inaccurate information and can lead to duplication of effort to recreate content. Information cannot be re-used effectively as it is not being shared across teams and areas.
Why you need information management
- Create a framework for managing your information
- Reduce information overload
- Comply with data protection obligations and other regulatory requirements
- Drive productivity
- Make smarter decisions
- Reduce storage costs
How to address your information silos
The first step to resolving this issue is a content audit – you need to understand exactly what information you are holding, where it is, and who has access to it, before you can begin to manage it effectively.
To do this, here at Metataxis, we recommend undertaking a comprehensive Information Discovery, which involves identifying and mapping all relevant information sources and analysing existing qualitative and quantitative metrics.
Identify and map all relevant information sources and content
Once all information is mapped, we can begin to develop a remediation plan, which is likely to involve an Information Architecture Framework, to ensure all information is stored correctly and access is managed and controlled. We would also suggest implementing a records Management strategy and the development and implementation of a Records Retention Schedule. These can help ensure that information is only kept as long as necessary, and any crucial information is properly preserved and protected. Metataxis can also assist with migration of content from one system to another, and outline requirements for any APIs to help existing systems communicate with each other more effectively.