INFORMATION MANAGEMENT

When an organisation is looking to build a website and integrate with their back officesystems it can be difficult to know where to start. One way of undertaking this process is tothink of the project in terms of information management, setting out a number of discreetprocesses that can then be undertaken – with the actual system specification only one of theprocesses, and somewhat down the line.

INFORMATION AUDIT

It is important that they know what information they currently use, both as anorganisation and individuals; where that information is held; how it comes into theorganisation; and where it goes.2.

An information audit can be begun very simply.

Information Wheres itfromCurrent InternalProcessWhere it goes Owner(s)

Application to agrant schemeBy post Applications forschemes areentered onto acentral databaseand the paperapplication is filedalphabetically.Database is usedto mail outupdates/ offerletters.Contacts areadded to mailinglist to informabout futureactivities.Used to createM.I. stats forfunders. Admin Teamresponsiblefor keepingdatabaseup-to-date.Marketingofficerresponsiblefor mailinglist.Enquiry about aneventBy phone Details are takenand added tocentral database.Contacts addedto mailing list toinform aboutfuture activities.These are the key things you need to map for an information audit. Ideally what you want tocome up with is the basis of your organisation’s information map.

INFORMATION MAP

This takes the information collected and categorises it.e.g.PROGRAMMESEvents programmeNew business development schemeBusiness development grantsINPUT CHANNELSBy phone – enquiriesBy email – enquiries, expressions of interestBy post – applicationsSTAKEHOLDERSGeneral enquirers – added to mailing list Applicants – added to mailing list, entered into processSuccessful applicants – added to mailing list, entered into process, ongoing relationshipSpeakers – contracted to speak

PROCESSESDeal with enquiries - check database, add to mailing list Add to database Add to mailing listSend out application formSend out receiptProcess feeSend out delegate pack OUTPUT CHANNELS (Where it goes)Updated databaseUpdated mailing listUpdated M.I.S. reportsResponses to fundersThen – you can draw the map, seeing where the processes go currently and who “owns” them

ContactDatabaseMailing ListMISSpreadsheetEmail inboxTelephoneEmailPostEnquiryApplication Offer LetterContractClient FileRed – Admin TeamGreen – programme administratorBlue – managerOrange – Marketing