Establishing effective information management

Importance of information management

Effective information management is vital for government organisations to ensure regulatory compliance, enhance decision-making and optimise operations.

Much of the information in a government organisation is an official record, such as:

• records created and managed by the organisation
• raw and analysed data
• intranet content
• resources from the web, libraries, and research firms
• data purchased or provided by vendors.

What is information management?

IM requires effective planning and design to manage information throughout its lifecycle, from creation and use to eventual destruction or preservation.

Benefits of effective information management

Having effective information management offers several advantages:

• ensures high-quality information that is meaningful, reliable, and usable
• allows for timely and efficient retrieval of information when needed, including responses to public inquiries
• supports informed decision-making based on the value and risks associated with information
• enhances business analysis and decision-making at both strategic and operational levels.

Make and keep full and accurate records of the activities of the office (State Records Act 1998, section 12(1).

Good information management processes and systems will help organisations meet this legal obligation, ensuring that records are reliable, usable and trustworthy. 

Strategies for implementing information management

Big picture planning

The NSW Government's Information Management Framework can help guide your approach. Use it to:

• strategically manage information as a valuable asset
• review current operations and identify strengths and challenges
• promote information sharing across government and with the community.

Collaboration

Work together with all business units, such as governance, compliance, ICT, and legal teams. Consider their information needs and the goals for the short, medium, and long term.

Think about:

• What records need to be created and managed?
• What information is required to support your operations?
• How can users easily access the necessary information?
• Does the information meet users’ needs and comply with regulations?

Adopt information governance

Establish policies that guide how information is managed, protected, and accessed. Key points include:

• assigning roles and responsibilities for information management.
• setting and monitoring information management goals.
• creating multidisciplinary teams to address information issues.
• identifying high-value and high-risk records for prioritisation.

Risk-based approach

Evaluate all aspects of risk by reviewing risk registers, information asset registers and business continuity plans. Identify high-risk areas and ensure that costs related to managing these risks are justified.

Design for records and information management

When designing services and systems, consider:

• requirements for maintaining records as evidence of transactions
• the information lifecycle and its specific needs
• recognise specification requirements for procurement, monitoring, storage, migration and maintenance
• protection against unauthorised changes  
• strategies to ensure long-term preservation. 

Responsibilities of records and information managers

Information management affects all areas of a business. Records and information managers should play an active role in ensuring systems and processes retain and manage information required for business needs, including:

• assisting with the integration and migration of records and systems including the upgrading and decommissioning of systems and transitioning to new systems.
• providing training for users on how to leverage business information
• identifying barriers to information sharing and supporting security measures
• ensuring accountability by identifying core information needed for business processes  
• developing strategies for change management, legacy data management and long-term digital continuity.

See challenges in digital information management for guidance on common issues that can occur with digital IM.  

Learn more about our guidance on recordkeeping requirements.