When we talk about investing in information management (IM), compliance often takes center stage. AIIM’s 2024 State of the Intelligent Information Management Practice report confirms this, with compliance once again emerging as the top reason for IM investment. But while compliance is crucial, it's just the tip of the iceberg. Let's dive into the broader business outcomes that make a compelling case for investing in information management.
Compliance remains top of mind for many organizations, and for good reason. Regulatory requirements are becoming increasingly complex, and the costs of non-compliance can be steep. A robust IM program ensures that you're meeting these requirements efficiently and consistently.
Right up there with compliance is security. In today's digital landscape, data breaches and information leaks pose significant risks. A well-implemented IM strategy can significantly enhance your security posture. For instance, having an email deletion policy in place, coupled with a system for transferring essential records to a secure location like SharePoint, can drastically reduce your risk exposure.
While compliance and security are often the primary drivers, efficiency is where IM really shines in day-to-day operations. The goal is to be as compliant as possible while still driving efficiencies in the organization. One way we achieve this is by leveraging metadata as part of our information governance program.
Metadata sets the context around documents and information. When properly implemented, it can significantly improve search capabilities, leading to substantial time savings and increased productivity. Imagine being able to find exactly what you need, when you need it, without wading through irrelevant files and folders.
It's crucial to remember that no matter how robust your IM program is, it won't last if it isn't easy for folks to follow and use. User adoption is critical. Your IM solutions need to integrate seamlessly into existing workflows, enhancing rather than hindering productivity.
This is where leveraging existing technology, like Microsoft 365, can be particularly beneficial. Users are already familiar with these tools, making adoption of new IM practices smoother. However, there are times when you might need to extend the usefulness of M365 with specialized applications that help intelligently move, manage, and govern email and other content.
While not explicitly mentioned in our discussion, it's worth noting that effective information management leads to better decision-making. When information is well-organized, easily accessible, and properly contextualized, leaders can make more informed decisions more quickly.
While compliance might be the initial driver for many organizations to invest in information management, the business benefits extend far beyond regulatory requirements. Enhanced security, increased efficiency, improved user adoption, and better decision-making all contribute to a stronger, more resilient organization.
As you consider your IM strategy, think holistically about these outcomes. How can you design a program that not only ticks the compliance box but also drives real business value? By focusing on these broader outcomes, you can build a compelling business case for IM investment that resonates across your organization.
Remember, the goal is to create an IM program that's not just compliant, but also secure, efficient, and user-friendly. When you achieve this balance, you'll see the true power of effective information management in driving your business forward.
This blog post is based on an original AIIM OnAir podcast. When recording podcasts, AIIM uses AI-enabled transcription in Zoom. We then use that transcription as part of a prompt with Claude Pro, Anthropic’s AI assistant. AIIM staff (aka humans) then edit the output from Claude for accuracy, completeness, and tone. In this way, we use AI to increase the accessibility of our podcast and extend the value of great content.