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08456 80 40 47

Information and Records Management

Every working day, organisations generate information in a wide range of formats, most of it electronically. Information is often described as the lifeblood of the organisation, yet most organisations struggle to manage this information effectively and efficiently. At IFC we provide a range of services to help organisations manage their information more effectively.

Enterprise Content Management Systems

Enterprise Content Management (ECM) systems are suites of software that address one or more aspects of document and records management. There is no agreed definition of what an ECM system must contain but they typically will address the areas shown in the diagram.

IFC can carry out a wide range of tasks including:

  • Conducting feasibility studies
  • Developing an Information Management Strategy
  • Undertaking information surveys and audits
  • Developing a corporate classification scheme or file plan
  • Preparing a business case
  • Business process analysis, including process analysis and re-engineering
  • Requirements definition
  • System design and configuration
  • Procurement support
  • Defining implementation strategies
  • Producing and supporting the implementation of records management policies
  • Developing disposal schedules
  • Record keeping audits and establishing ISO 15489 compliant procedures
  • Legal admissibility audits and establishing BS10008 compliant processes
  • Change management support
  • System rollout
  • Project review and recovery services.

Key Areas

In many organisations there are numerous applications and electronic information repositories in use and no consistent strategy for managing information. This will result in poor information management and will reduce the benefits from further investments unless rectified. At IFC we develop effective enterprise wide Information Management Strategies by:

  • Undertaking a high-level information analysis to determine the current 'as is' position
  • Producing a definition of a desired situation, the 'to be' position.
  • Identifying the sequence of tasks required to move the organisation from the “as is” to the “to be” position in terms of:
    • Tools and technologies
    • Organisation, roles and responsibilities
    • Behaviours
    • Processes

Business Process Review and Information Analysis ECM and EDRM systems cannot be implemented effectively without an understanding of:

  • Policies and procedures for the capture, creation, access, security and storage of records
  • Classification schemes which provide the framework for applying the policies
  • Disposal schedules for managing the information lifecycle
  • Defined workflows for managing business processes and information flow

At IFC we adopt approaches based upon DIRKS (Design and Implementation of Record Keeping Systems) and ISO 15489. We are also familiar with MIKE 2.0 and agile approaches to systems development.

Our clients often recognise that they do not have the relevant skills or available personnel to implement their chosen system. IFC has extensive experience in helping clients through the implementation process. Our involvement in the project can range from:

  • Simply advising your project team on an ad-hoc basis
  • Regular weekly reviews with the team to keep the project on the track
  • Full-time on-site management of the project
  • Implementation support of your ECM or EDRMS tool

Whether you need someone to get the project off the ground or simply help your staff, you can rest assured that you will receive the best advice and comprehensive skills transfer.

Our consultants have wide experience in preparing tenders and assessing responses as well as many years of experience as both members of supplier and end user project teams. We have developed standard templates and models to assist in producing the tender and in the evaluation process. We are also familiar with the procurement requirements for the public sector.