Intelligent Information Management Defined

What is Intelligent Information Management?

The definition of Intelligent Information Management (IIM) is: a set of processes and underlying technology solutions that enable organizations to manage their data. It’s essential to note that records management, data, corporate processes, key stakeholders, and employees play a significant role in the business information lifecycle.

IIM refers to how both content and data are managed within organizations to gain a competitive advantage and incorporate better decision-making throughout a business. Through IIM, a variety of unstructured data and content can be handled in a sophisticated manner.

The IIM definition covers:

  • Data management strategies, methods and tools used to handle data.
  • The combined management of unstructured and structured content within information systems.
  • Creating, capturing, automating, delivering, securing and analyzing content for organizational and business strategy purposes.

Intelligent Information Management developed out of Enterprise Content Management

Enterprise Content Management (ECM) is defined as the organization of company content and information assets in a way that is easy to find, and relevant for the user. However, this term is limited as it can only explain the management of information and content and does not take the related data into account. ECM is unable to handle unstructured information, which organizations produce in increasingly large amounts.

Intelligent Information Management is an advanced version of ECM, capable of handling the management of data as well as content. Through IIM, the entire lifecycle of content, from its creation to distribution, storage, and use, up to archiving, is managed and easily accessible.

IIM and digital transformation

An intelligent Information Management System is an integral part of digital transformation

Ongoing digital transformation has meant that content services have been modernized, and content software is becoming cloud-based to fit the information needs of all types of companies. As this technology has evolved, it has become apparent that the amount of data which organizations must handle is extremely large and growing daily.

In addition to ECM, intelligent information management incorporates the dissemination of data, content, and business information covered by many business functions and applications, like: 

  • Electronics Records Management (ERM)
  • Business Process Management (BPM)
  • Taxonomy and Metadata 
  • Knowledge Management
  • Web Content Management (WCM)
  • Document Management (DM)
  • And many other information-handling systems 

This data co-exists with increasing types of content, adding to the difficulty organizations face in managing both. 

Effective knowledge management to utilize this vast amount of data and content requires businesses to have systems in place which allow large and complex datasets to be easily managed and used. In many cases, effective information management requires a mix of document management, automation, and artificial intelligence. IIM is how this happens.

IIM benefits

What are the benefits of Intelligent Information Management?

IIM allows company content and data to be easily organized and accessible. Through indexing and filing elements, users can quickly and easily find information through searching with keywords, reducing the time spent accessing content. IIM technology also integrates with other software systems and information resources that organizations are using, resulting in an aligned workflow, which is both easy to use, and encourages use of other systems. IIM also offers tracking and analytics services, providing huge benefits to organizations as they are able to show key metrics of what data is being used where.

IIM is focused on helping organizations better understand and use their content and data, across the entire company. As a result of having this knowledge, organizations can utilize and optimize their content. It also makes content easier to access, saving time. IIM is a forward-facing software, which anticipates ongoing digital transformation. It is built with the intention to expand with the increasing data and content challenges that result from this. It is also focused on usability, and ensuring that employees across the organization find it easy to use.

Templafy platform

Templafy connects content directly to users and tracks documents from creation to re-use

IIM was developed out of a need for organizations to keep up with the changing landscape caused by digital transformation. Digitizing business process management in a manner that automates compliance and governance is at the core of successful digital transformation. Just as IIM connects content, data and customer; Templafy connects content to the end-user, enabling companies to track the entire lifecycle of company documents from creation to storage and reuse.

Through the Templafy platform, all document templates and digital assets can be accessed through a central, cloud-based location, and are available directly within document applications employees work in, such as Microsoft Office. Employees can work from any location or device, and still access the content they require. Through admin control, users can only access the content that is directly relevant to them. Users are sure they are always working from the most up to date and relevant versions, aiding compliance and productivity. Templafy also integrates with commonly used solutions such as DMS, DAM and CRM, meaning that a complete digital content management system can be accessed. Templafy is a future-facing evergreen solution, enabling organizations to manage their documents and content in an efficient and simple-to-use manner that benefits both the organization and the employees.

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Extra resources

Take a look at our blog for more information about contract management.