(As originally published on LinkedIn, 13 June 2018)

Enterprise information management is the key to business transformation

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By: Brad Surette, Senior Manager, Canadian Enterprise Information Management Lead at EY

It’s no surprise that executives rely on the rapid synthesis of large volumes of information to make informed business decisions. Yet organizations often handle institutional knowledge as a tedious housekeeping item or an afterthought, resulting in its gradual – and often unnoticed – evaporation from the business.

Organizations are waking up to endless amounts of information spread across countless people and technologies. The ever-increasing amount of records and information, improperly stored in multiple repositories such as shared drives, emails and intranets, may lead to the mismanagement of sensitive information and the retention of obsolete or duplicate assets, making it next to impossible for new and existing employees to find what they need, when they need it.

Does this sound familiar? If so, your organization may be ready to begin the journey of digital transformation, starting with Enterprise information management (EIM) – the foundation of effective information technology.

At its core, EIM optimizes the way information is transferred and stored in a simple and secure way. Well-managed information and a properly configured enterprise content management (ECM) solution has the potential to transform core business processes and help organizations more effectively manage their information, with a focus on unstructured data – for instance, emails or documents. EIM creates a user experience customized to the specific needs of individuals and the organization through digital enhancements, heightened security and streamlined processes.

With this in mind, here are six key factors of an effective and transformative EIM journey:

  1. Assess and educate. Discover the current reality of information management across your organization, including areas of high risk. Begin the process of understanding and highlighting the issues inherent in continuing with the status quo.
  2. Strategize. Collaborate and plan how the future information management landscape should be designed in alignment with a vision for the new reality facing your organization.
  3. Identify. Look at your organization’s information assets and design an intuitive, flexible and business-driven information architecture to organize assets based on functional and technical requirements.
  4. Evaluate. Pilot potential ECM solutions based on business requirements.
  5. Develop. Implement the plans, policies, procedures, training and communications required to configure and onboard business users to the new ECM solution.
  6. Take actions. Sustain and improve the solution, while measuring progress against the former status quo.

By taking a holistic approach to information management, organizations can enhance their businesses in a way that improves governance, awareness, compliance and information quality, as well as the return on investment of enabling technologies.

Is your organization in need of guidance for its EIM journey? Are you ready to implement an ECM solution? Or have you implemented one only to find that it’s not effective or users are reluctant to use it?

Learn more about EY Enterprise Information Management services.