Information Management systems help boost productivity through collaboration, communication, and customer service – increasing the pace of business cycles and generating a fast return-on-investment.
More than just a simple storage solution, Information Management systems host digital document libraries with added utility for centralising user access, tracking actions, and powering automating workflows. They are widely considered to form the foundation of digital transformation and intelligent document processing.
When planned, designed, tested, and executed with our industry-endorsed method, Information Management systems provide a wealth of business improvements, such as metadata-enabled searches, which make documents easier to locate; audit trails, which ensure compliance; and enhanced collaboration, communication, and customer service. With clear project goals in place, we have implemented ground-breaking Information Management systems for many organisations.
While there are many advantages to an on-premises Information Management solution, the low-cost monthly licence model of a Cloud-based Information Management system opens up many avenues for your business.
Document control has been enhanced over a range of industries by Information Management systems - with user friendly interfaces allowing for easy installation and integration.
While both on-site and Cloud solutions feature role-based restrictions that define user access permissions – as well as access to our knowledge, experience, and ongoing support - the kind of Information Management setup you align with ultimately depends on your specific requirements.
When hosted online, Information Management systems are great for hybrid working; however, on-premise systems give organisations greater control and flexibility over their system’s architecture. If you’re not sure which would suit you, contact us today!
Knowing the lifecycles of your information drives efficient production. Information Management prevents data sprawl by centralising all inbound information with your newly created documents.
Paper-based workflows are transformed into digital workflows that execute automatically in the background, allowing you to engage in more creative and productive tasks.
Reporting insights and personal dashboards allow you to monitor performance and make data-driven decisions.
The benefits of automation are more than speed. Workflow automation drives productivity and increases ROI, and business process automation redirects time into profit generation, customer engagement, and creative activities.
Information Management is a great starting point for digital transformation strategies and managing many automation integrations.
E-forms improve the flow of information in an organisation by standardising data collection, maintaining databases, and updating index information.
Automated invoice processing executes AP tasks without the need for manual intervention, using digital capture to extract invoice data from unstructured documents and feed it into the financial system.
Virtual mailroom services automate mail processing, centralising inbound communication channels into one digitally managed inbox for redistribution.
Since digital documents don’t take up physical space, your document libraries are free to grow independently of infrastructure.
Since an Information Management system can be managed remotely, expansion, moving office, or going remote can become a mostly frictionless process, eliminating the possibility of damage, loss, or increasing relocation costs.
Edits made in documents held on an Information Management system will update in real-time, allowing a singular document version to be used collaboratively with the confidence that the information is relevant.
The audit trail is formed by tracking version histories and attaching metadata. An audit trail is a way of finding what was true at any point in time and validating that your outcomes are a product of the process.
Document control and audit trails form the foundation of GDPR-compliant information management, attaching digital documents with the data they need for legal admissibility.
Information Management makes it easier to implement and oversee user-based restrictions, allowing you to manage complex hierarchies of staff and departments.
The system also records all access attempts with temporal and spatial data, showing the actions taken on a document and when and where they happen.
Documents held in Information Management systems are full-text searchable and findable by metadata, which reduces the risk of document loss due to filing errors.
It also gives the ability to dynamically group documents in ways impossible with physical storage. This mechanism updates all information on documents of a specific type – a powerful took for reacting to legislative changes in data law.
The features of an Information Management system work harmoniously to ensure compliance with GDPR:
Documents stored virtually are isolated from the possibility of theft or loss.
The audit trail makes finding and dealing with data breaches quick. Restricted access ensures data protection. Retention policies are applied automatically.
Advanced searching allows documents to be grouped dynamically and edited in response to new legislation. Data requests are handled quickly through advanced searches.
Do they build systems consistently?
Your Information Management is the foundation of your business, and standardising information flows across departments ensures that you can optimise collaboration and communication.
This is because standardisation is key to future-proofing - and by introducing an accessible, standardised, and transferable solution, you remain open to additional integrations and upgrades that may be required down the road.
The past is important – so how will your partners handle your legacy paper records?
When undergoing digital transformation, it’s easy to forget that digitising archives and record libraries to be compatible with Information Management is just as crucial as your daily files.
Your partner should track the transformative steps that integrate legacy records with your new solution, giving you the visibility to ensure a seamless transition.
How do your digital transformation partners map physical processes into a digital landscape?
Your Information Management should simplify existing processes, and should recognise the critical paths for transformation.
A reputable digitisation partner exercises document control and uses audit trails to track and ensure compliance at every stage of transformation.
ISO-27001 is the framework for safeguarding against security threats like data breaches, hacking, and unauthorised access. This measure includes requirements for risk assessment, security controls, and incident management. Information Management formalises the parameters of ISO27001 into your architecture, outlining the management and protection of sensitive information.
ISO-9001 specifies the requirements for a quality management system. This regulation applies to any business regardless of size or industry. Information Management facilitate easy system analysis for implementing quality analysis.
BS10008: When it comes to managing your documents, information Management is the most effective and controllable solution - archiving paper documentation for future retrieval and instant access. You must keep many documents for legal reasons, ensuring they can be found easily, reproduced clearly, and legally admissible. The audit trail and detailed procedures provide the evidence required to make your document legally admissible. It covers all aspects of the imaging process, from the initial planning to the ongoing security of the finished data.
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On-Premise |
Cloud |
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Operational Agility |
Enterprise Information Management can operate without an internet connection. A more comprehensive range of licenses and integrations gives greater customisation and personalisation when building your system. |
Cloud-based Information Management allow quick installation at multiple locations. Software is updated automatically and maintained externally, releasing your IT team for business-critical tasks. |
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Security and Backup |
The backup and safety of an on-premise system are handled in-house and backed up manually. |
Accessing an online system requires an internet connection. Cloud-based services are hosted on external servers and backed up to a secondary server monitored externally. |
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Scaling |
Perpetual licenses |
Cloud-based access runs a subscription-based model. Adding, removing or changing licenses is easy, giving predictable and measurable costs that move with demand. |
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Costs |
You only pay for the integrations and services you use. · Installation costs · Hardware costs · IT maintenance costs · Software Assurance |
Subscription costs are predictable and quantifiable. · No software assurance purchase · No installation costs · No upkeep costs |
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Who uses it? |
Enterprises requiring use without a constant internet connection, different access levels or additional integrations. |
A hybrid workforce that requires connection to system from multiple locations. There are no constraints to a business's size for using system. |
While online solutions like Google Drive offer basic document management features, Information Management systems take the lead when it comes to advanced control and compliance. Here are some key differences to consider:
Google Drive is suitable for personal and small team collaboration, but Information Management systems can handle much larger volumes of documents and users, making it ideal for larger organisations with complex information management needs.
Google Drive includes basic security features. Information Management provides robust protection tailored to industry requirements such as access controls, audit trails, role-based permissions, and offline backups for data recovery.
Information Management systems meet international quality and security standards, showcasing trustworthiness to partners and customers.
Google Drive offers basic version control, but Information Management provides complete version histories that conform to legal admissibility standards. Information management ensures a clear audit trail, enabling multiple users to collaborate while verifying the legitimacy of legal records.
Google Drive integrates well with other Google services, but may have limitations with third-party enterprise software. Information Management seamlessly integrates with enterprise software like ERPs, CRMs, and Microsoft Business Suite, offering holistic document management capabilities.
Online document management services provide a one-size-fits-all solution, while Information Management systems allow customisation to fit specific needs. With these systems, you can record metadata, populate audit trails, set user permissions, generate custom reports and automate compliant record-keeping based on your organisation’s requirements.
Information Management providers like Apogee offer dedicated support, from training to ongoing technical troubleshooting. Online solutions like Google Drive, by comparison, are primarily self-service.
Apogee works with you to digitise and constantly develop your processes, while offering ongoing support. With years of experience of solving physical problems with digital solutions, we guarantee each of our services evolve and scale alongside your business.
We can help you redesign workflows for an increasingly virtual world, introduce new technologies to navigate new landscapes, and forge new business models from digital operations.
Make an Information Management system a part of your digital transformation strategy to deliver better customer outcomes and promote a culture of efficiency.
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