Principles for the Management of Information and Knowledge

Below are two examples of a Knowledge and/or Information Management Policy and set of Principles. They are simplified and anonymized from two different real examples. Below are some links with comments to examples published on the web.

Information Management Policy

Purpose

The aim of this policy is to help XYZ Organization do its work in the most cost effective way and to make recovery after a disaster easier.

Principles

Managers are bombarded with large amounts of information and email messages every day. Much of this material is irrelevant, but some contains information which is essential to the job. Information management puts a structure on the material, separates out what is relevant and helps managers store, retrieve and exploit information cost effectively as they do other resources. To manage information effectively, the following principles need to be applied:

  • Information is a corporate resource. It does not belong to an individual or a management unit.
  • Information is valuable. Everyone who gathers and stores information should be aware of how to manage it effectively. Guidance and training will be given.
  • Gathering and maintaining information is expensive. It should not be duplicated unnecessarily. It should be shared by all those within XYZ Organization who need it.
  • Better information systems will be developed. XYZ Organization will develop systems to make it easier to find, share and use information.
  • Information should be reliable. XYZ Organization will adopt common standards of accuracy, completeness, currency and ease of use, and will apply these to the information it holds. The information contained in databases will be checked regularly to ensure that it conforms to these standards.
  • Information will be kept safe from tampering, and from unauthorized access. Security and confidentiality considerations will be clearly laid out and applied.
  • Information will be stored and used in compliance with legal obligations. These include the Data Protection Act and Freedom of Information Act.

7 Governing Principles

1. Information are valuable assets and actively managed according to the importance and risk to the business.

2. Information is a corporate asset (not owned by individuals) and its management is everyone's responsibility.

3. Information is maintained to a defined quality standard and managed throughout its life cycle.

4. Information is easily accessible across the business (the right information to the right people, at the right place and time).

5. All corporate information shall be managed to ensure compliance to customer, regulatory and legal requirements.

6. Information shall be managed by competent people.

7. Information is stored once and used many times to ensure "one version of the truth".

Other Examples

As the above two different examples indicate, there are common areas that appear in most such sets of guidance. These put knowledge sharing above hoarding and say that it must be managed according to a defined set of standards.


Last updated: 19th March 2011

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