What information management really means: Nine principles

Let’s cut to the chase.

Many of the problems that the construction industry and the built environment sector is facing have their root in the processes we use for organising and managing data.

1. Organising and analysing data to provide context makes it information.
2. Information management is the process of collecting, storing and using information in a secure and efficient way.
3. When the information management processes we are using fail, they create a crisis in confidence.
4. One of the main purposes of good information management is to ensure confidence in information.

Let’s explore that a little further:

Create Confidence in Information

Our objectives:

• We want to have confidence in the information we receive, and
• We want the people who receive our information to have confidence in it.

For this to happen, the information needs to be

• Accurate
• Secure, and
• Up to date.

This means thinking about how information is

• Stored
• Shared, and
• Updated.

What information am I talking about? In the built environment I am talking about all formats of information from structured data in databases or spreadsheets, to certificates and reports, pdfs and drawings.

Much of the talk about the problems we are facing since the Grenfell Tragedy (and some might argue, since well before that) is about many other topics such as skills and competence, or contractual and procurement methods, for example.

But without correct information, properly handled, changing these will not be effective because people will not have confidence in the information about them.

There are several examples of how information management is not working in our sector, which I will be exploring in the coming weeks. But first, let’s look at the principles.

Nine Basic Principles of information management

Here are some basic principles of how to manage information properly:

How to Store Information

1. A single source of truth – somewhere there should be a place where the original information is stored, linked to other related information.

2. Security – that source of information should be only available to those who are entitled to access it and protected from corruption or loss.

3. Credibility – the credibility of the information should be evidenced.

4. Accountability – someone should be responsible for maintaining the information source and ensuring proper governance.

How to Share Information

5. Traceability – by providing an identification process, information that is shared can be linked back to the original source of truth. Cite your sources!

6. Qualification – The information should state to what and/or whom it applies.

7. Accessibility – the information should be available to all who have a legitimate interest in it.

How to Update Information

8. Version Control – When information is updated, a record of previous versions should be made and shared.

9. Longevity – The information should continue to be accessible over time, including to previous versions.

When you look at a piece of information, ask yourself whether these principles apply. It will help you determine whether the process of management and sharing of the information is acceptable and whether you can have confidence in it.

I’m not a data scientist, so I’m looking at this from the perspective of someone in the construction industry who has spent many years thinking about practical communications and information management, particularly for construction product manufacturers and housing associations.

Do you think I’ve missed a principle out? Do you disagree with my analysis? Please let me know your thoughts in the comments.

Many thanks to the many people who have helped me sort out my thoughts in this area, most recently Matt Hodges-Long.

Looking for examples

I’ve been increasingly coming across difficult situations which could be a lot simpler if we understood these basics of information management. So in the coming articles I’ll be exploring some examples including:

• HSE guidance
• EWS1 Forms
• Construction Product Information

I’m sure there are many other ways we manage information poorly at present. If you would like me to look at a particular situation through this lens, please let me know.

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I provide consultancy services to organisations in our sector who want to address problems such as this.  If you like the quality of the thought this article represents and would like assistance with managing your own information or setting out your own message, please get in touch for a chat.

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This post was originally published on LinkedIn. Check out the discussion there too!

Image credit: Hard Disk Drive by Christiaan Colen, Creative Commons (attribution/share alike) https://www.flickr.com/photos/christiaancolen/34814100374/