Information Managers regulate the flow of information, either electronically or procedurally, within and among offices.
For many companies, the rate at which work can be done is limited by the rate at which information can be transmitted to the people who need it, so the information manager fills a critical role:
To rapidly and accurately disseminate information to people who need it while maintaining security and creating a structure flexible enough to allow for company expansion or contraction.
IMs work closely with all departments of a company and many spend significant time analyzing a company’s needs and historical practices before implementing any changes.
IMs are often hired as a result of a critical information failure on an important project.
In these circumstances, they may have to deal with the resentment of managers who are used to communicating in a certain way and who are reluctant to fully describe their job responsibilities for fear of being blamed for the problem.
IMs find it helpful to act as educators, and strong interpersonal skills are an advantage to them.
IMs are also hired for their technical expertise and work as MIS (management information system) specialists to connect physically remote locations through telephone lines, to network existing stand-alone computers, or to coordinate telephone and data systems throughout a building.
IMs specialize in management analysis or physical systems early in their career.
The most surprising problem IMs face is not a practical one—their educational training and practical experience prepare them for most situations that they will encounter—it is with the level of satisfaction.
Information managers report that their level of satisfaction seems to decrease the longer they are in their career.
Some said this is because the challenges aren’t that challenging anymore; a few wrote that they expected the profession to lead to other careers and for them, it did not; one mentioned that the defensiveness he encountered on a day-to-day basis was downright offensive.
To be a successful IM you have to listen well, think clearly, analyze carefully, know the options available to you—and have a thick skin.
- Maintain and develop IM (Information Management) policies, systems, training materials and communications materials that are assigned to you:
- Contribute to annual review of legal record-keeping requirements in all countries and subsidiaries of Head Quarter
- Contribute to annual review of IM (Information Management) policies & standards to incorporate legal and business requirements to change, draft amendments, obtain business approval and communicate the changes
- Implement changes through systems, training materials and information custodian network
- Maintain Index metadata to ensure that they are current and accurate:
- information categories
- retention periods
- global topics
- global events and global event dates
- Maintain IM (Information Management) training materials to ensure that they are effective and comprehensive tools for learning about information management.
- Maintain IM (Information Management) intranet site to ensure that it is an effective and comprehensive tool for communicating about information management.
- Develop new IM (Information Management) policies & standards, systems, training materials and communications materials in collaboration with the Information Manager as required by the IM (Information Management) strategy and roadmap.
- Achieve 100% compliance with IM (Information Management) policy and associated information standards (Information Retain & Dispose Schedule) throughout Company policies and standards within assigned client groups.
- Maintain a network of information custodians, detecting and filling vacancies as they arise, maintaining the information custodian register, and the assignment of repositories to Information Custodians in Activate and Index.
- Educate information custodians to establish and maintain their understanding of IM (Information Management) policies and associated standards (Information Retain & Dispose Schedule) and instructions.
- Educate all employees to establish and maintain their understanding of IM (Information Management) policies and associated standards (Information Retain & Dispose Schedule) and instructions.
- Agree IM (Information Management) objectives with Information Custodians, including their annual deadlines for achieving 100% compliance with the Information Retain & Dispose Schedule in their personal and shared repositories.
- Facilitate clear outs of personal and shared repositories by for example, taking part in team briefings, offering one to one support, etc.
- Report progress against IM (Information Management) objectives and escalate issues to Information Custodians, their line managers, the managers of the team they represent, their senior executive as appropriate.
- Recognize the achievements of Information Custodians through communications with Information Custodians, their line managers, the managers of the team they represent, their senior executive as appropriate.
Information Management in Dyson IT Systems
- Optimize IM (Information Management) in the standard Company ICT environment on projects assigned:
- Define IM (Information Management) requirements in collaboration with the Information Manager.
- Collaborate with IT and the Information Manager to identify and implement suitable information management solutions.
- Collaborate with IT and the Information Manager to ensure and measure IM (Information Management) vvpolicy compliance in the standard Dyson desktop environment.
- Optimize information management in ECM tool (Sharepoint, Joomla, AlFresco, etc) within assigned client groups:
- Collaborate with IT and Information Custodians to ensure IM (Information Management) policy compliance in ECM sites.
- Optimise information management in Business Applications (e.g. PDM/PLM, CRM, ERP, etc) on projects assigned :
- Define information management requirements for new business applications in collaboration with the Information Manager.
- Collaborate with IT and the Information Manager to select software capable of meeting information management requirements.
- Collaborate with IT and the Information Manager to identify and implement suitable information management solutions for new business applications
- Develop and implement a work plan for each litigation discovery request that is assigned to you in collaboration with the Information Manager, Legal and IT Security, assisting Legal to identify relevant information repositories and appropriate search criteria.
- Contribute to the implementation of work plans for litigation discovery requests assigned to your colleagues.
Skills and Competencies Required
- years experience in an information or records management function
- Skills required:
- Records & information management theory and practice
- Project management
- Business process analysis
- Training development and delivery
- Analysis and interpretation of legal record-keeping requirements
- Providing the challenge and support the Information Custodians need to perform at their best.
- Thorough, diligent and never giving up.
- Being clear, concise, listening and challenging.