Information management is about the organisation collating information from the start of the project. Information is key to the lifeblood of any organisation. The information plan is written by the project manager to establish the process.
Collection – this is where the project will collect data but consideration needs to be given as to how long the data should be kept for and in which format it is required. For example, a rail project in Network Rail the project will collect written documentation about the design of a railway track, emails, reports, drawings, videos, marketing material which will all contribute to the collection of information.
Storage – this is making sure the information that has been collected is correctly stored and in the correct format with the correct standards. This information will need to be either electronically stored or have a paper based filing storage. The information will need to be version controlled and have security backups if stored electronically stored. The information needs to be accessed by people who are authorised. Some document management systems help with storing data.
Dissemination – the information will need to be cascaded to the target audience at the right time, so it is a case of who, what and when stakeholders need to know and what security arrangements have been made for their accessibility.
Archive – the information will need to be archived with a proper cataloguing system so it can be accessed when required.
Destruction – the information is only kept for the necessary time period and should not be kept longer than is necessary and so as to not be in breach of legislative arrangements. This has implications on costs for storing it as well as for audit and housekeeping purposes.