What is information management?



Definition

Information management is the collection, storage, curation, dissemination, archiving and destruction of documents, images, drawings and others sources of information.

Definition from APM Body of Knowledge 7th edition  📖

Information management


Project-based working relies on accurate and timely information and data for teams and stakeholders to make informed decisions and fulfil their role in a cost-efficient and effective way.

Effective information management enables project teams to use their time, resources and expertise effectively to make decisions and to fulfil their roles.

Project, programme or portfolio documentation provides wide benefits and behaves as a tool to show plans and control the process.

Defining information management processes and responsibilities is a key set-up activity because project professionals need reliable information to communicate with the team and wider stakeholders and to provide documentary evidence for assurance.

As documents and other information are created and subsequently updated, version control is established to ensure that time and money are not wasted with people working with superseded versions.


Project professionals also:

  • Establish a mechanism for communicating changes to documents to relevant stakeholders.
  • Design information storage and retrieval with accessibility in mind. Information that cannot be found is of no value. This is important to aid in developing lessons learned.
  • Archive information when it is superseded as it provides an audit trail of changes. Eventually information will be destroyed because it may no longer be important or due to legislation such as privacy laws.

Iterative or agile projects place greater emphasis on the discovery and recording of emergent information rather than reliance on pre-approved plans and are likely to employ dynamic modes of capturing such new information.

Blog - Managing knowledge / managing information: what's the difference?

What are the differences between Knowledge Management (KM) and Information Management (IM)? read more


APM Body of Knowledge 7th edition


You can learn more about strategic intent in chapter one of the APM Body of Knowledge 7th edition.

The APM Body of Knowledge 7th edition is a foundational resource providing the concepts, functions and activities that make up professional project management. It reflects the developing profession, recognising project-based working at all levels, and across all sectors for influencers, decision makers, project professionals and their teams.

The seventh edition continues in the spirit of previous editions, collaborating with the project community to create a foundation for the successful delivery of projects, programmes and portfolios.

APM Body of Knowledge

 





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