Data creation is growing at an unprecedented rate. In a 2024 Access survey, 74% of organizations reported an increase in data creation over the past year alone. As the volume and complexity of information continues to expand, traditional management methods are no longer enough.
Effective information management is not just about staying organized. It’s critical to improving productivity, maintaining compliance, and enabling smarter, faster business decisions. Whether you’re managing physical records, digital files, or both, now is the time to modernize your approach.
Continue reading for five advanced strategies that can help streamline your information management efforts and how to begin implementing them.
1. Integrate AI and Machine Learning to Automate and Optimize
Artificial intelligence (AI) and machine learning (ML) can significantly improve information management by automating repetitive tasks, enhancing document classification, and extracting insights from complex datasets.
Benefits include:
How to begin: Start with pilot projects in high-impact areas such as document intake or data analysis. Focus on achieving early results to demonstrate value and build support across the organization.
2. Build a Strong Data Governance Framework
A comprehensive data governance framework defines how data is collected, accessed, stored, and shared. It helps maintain data quality, ensures regulatory compliance, and supports responsible data use across the business.
Why this matters:
Best practice: Identify your most critical data assets and create governance policies around them. Use automation tools to enforce these standards and regularly review them to reflect changes in regulations and business needs.
3. Use Intelligent Metadata Management
Metadata, or “data about data,” is essential for organizing and locating information quickly and efficiently. Smart metadata tools can automatically tag and update files, making it easier to search, retrieve, and integrate data across systems.
Advantages include:
Implementation tip: Choose metadata tools that integrate with your existing systems and support automated tagging. Ensure team members understand the value of metadata and know how to use these tools effectively.
4. Boost Accessibility with File Indexing
File indexing solutions scan and catalog documents, making them searchable through a central interface. These systems reduce the time spent looking for information and increase productivity across teams.
Key features to look for:
Getting started: Begin by indexing your most frequently accessed files, then expand to broader data sets. Provide training so employees can use the tools to their full potential.
5. Automate Archiving and Retention Policies
Proper data archiving and retention are essential for meeting legal and organizational requirements. Automating these processes helps enforce policy compliance, reduce risk, and optimize data storage.
Why it is important:
Suggested approach: Use tools that automate retention schedules based on regulatory requirements and internal policies. Keep policies consistent across platforms and review them regularly to ensure they remain current.
ARMA InfoCon offered more sessions than any one attendee could take in, so let’s break down the highlights and share key insights you may have missed. Join us for a conversational recap of what stood out in Phoenix and how…
As data continues to multiply, the need for smarter, more efficient information management grows. By adopting these advanced strategies, organizations can improve operations, protect their data, and stay ahead in a rapidly evolving digital landscape. Contact us and we can help you get started today!
For expert insights related to the advanced strategies mentioned above, check out our Innovating RIM Webinar Series. All three parts are available to watch on-demand:
Part 1 – Leveraging Technology for Efficient Records Management: Understand how to use automation and intelligent systems to efficiently and consistently manage both paper and electronic records.
Part 2 – Building Compliance with Comprehensive Inventory Management: Learn the importance of comprehensive inventory management, metadata best practices, and data reconciliation in meeting regulatory requirements and maintaining operational efficiency.
Part 3 – Unifying Records Management Across the Information Lifecycle: Discover how to implement advanced tech across the information lifecycle, ensuring efficiency without compromising compliance or ethical standards.
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