8 Must-Have Features of Information Management System

The digital transformation our world has witnessed over the last two decades makes it pointless to question the transition of businesses from traditional to digital marketplaces. Increased digitalization leads to higher competition and what a hyper-competitive marketplace brings is vast volumes of data coming from various sources at different paces.

With the world pivoting to online platforms, it becomes difficult for enterprises to manage data while ensuring integrity. Pulling data from multiple sources can be difficult, time-consuming, and erroneous. By the time you've put it together in a logical order, it's either outdated, incomplete, or inconsistent. Therefore, having a robust system to ensure fail-proof information management is important. 

One reliable and sufficiently effective solution in helping you collect, centralize, and streamline data from many sources is an information management system.

What is Information Management System?

An information management system gathers and maintains data in several formats and makes it available to those who require it. Regardless of an organization's needs, successful information management means gathering, storing, and managing data in the required formats and providing information on appropriate platforms to those who require it. Moreover, it should allow everyone to work together to make things ready on time and within budget.

Information management can provide strategic assistance to an organization's management. It assists them in achieving their company goals through efficient data processing. Moreover, an information management system can provide useful data, helping firms make informed decisions. A reliable data management system centralizes content, facilitates collaboration, and guarantees internal procedures operate smoothly.

Why Does Your Business Need Information Management System? 

An information management system's core operation consists of four steps: collect, manage, enrich, and distribute. Consider an information management system as a set of rules established by your firm to decide how employees collect, store, and access data rather than a single software program. For example, suppose your company currently employs a variety of products that don't connect. In that case, you may require the help of a professional, such as a value-added reseller, to integrate your data before implementing an information management system. In addition, most businesses have information in multiple formats housed in multiple locations. For example, some files are kept on a company server, while others are kept locally on computers or the cloud. Under such conditions, information management centralizes data so it isn't replicated in many locations or formats, making different versions of documents available to different people depending on their needs and demands.

Thus, information management adds value to data by increasing accessibility and usability. Moreover, employing an information management system offers additional benefits like: 

  • Enhance the data quality
  • Increase conversions 
  • Improve time to market
  • Boost your output
  • Reduce product returns

Features of Information Management System

  1. User-friendliness

If it isn't benefiting your people, it isn't serving its mission. Many businesses struggle to train their personnel on new technology. That is why your information management system must be appealing to your users. An information management system's user-friendliness is a critical feature. They won't give the new solution the benefit of the doubt if it isn't simple to use, and your investment will quickly become a waste of time and money.

  1. Searchability

Poor search functionality reduces usability by making information difficult to find and putting the system's adoption rates at risk. A search capability that universally searches across the platform and files and emails makes your employees more productive by saving them time and allowing them to focus on what they do best instead of searching for data to get the job done.

  1. Real-Time Data Processing

A real-time information management system may take in rapidly changing data and instantly output it, making change easier to see over time. Your organization may get instantaneous outputs from input data with real-time data, guaranteeing that everything is updated.

  1. Data Precision and Consistency

A dependable information management system aggregates and collaborates data in a single platform while enhancing data correctness. Additionally, it provides a secure single repository from which your internal stakeholders can access and use data.

  1. Third-Party Systems Integration

You should be able to integrate your information management system with third-party applications like ERP, CRM, indigenous systems, and other enterprise systems. Furthermore, the solution should handle several data protocols and formats, allowing you to integrate various mediums to share and communicate your data.

  1. In-Built Analytics

The importance of measuring what matters to your organization is immense. What stands valuable in an effective information management system is understanding how and what people are looking for. This provides information on usability, most popular content, and any other important parameter to your company.

  1. Workflow in Collaboration

By embracing integrated workflow management, you may coordinate, collaborate, and automate your business process based on actions, decisions, and notifications. In addition, the information management system enables several members to produce and amend information simultaneously. 

  1. Customization

A flexible information management system can be quite effective. A full branding add-on allows you to customize your system in the image and likeness of your company, including your logo, brand colors, email digest, and custom widgets. Moreover, personalizing your software to your company's demands increases the likelihood of it being accepted quickly and makes your employees feel at ease.

Manage Your Data with Needl.ai

Having understood the need for information management in your enterprise, you should consider the features above and opt for a solution that does all the heavy lifting for you, allowing you to sit back and invest your time and energy in business-critical tasks. With Needl.ai, a cloud-based, AI-enabled data management solution, you can get a unified view of all unstructured data across apps like emails, chats, files, popular productivity apps, regularly visited websites and a variety of data processing and collaboration capabilities. With our collaboration solutions:

  • Your marketers will never have to deal with multiple documents again. 
  • Your sales team will market products faster due to easier data discovery, processing, and collaboration across silos.
  • Your tech team will scale business while building institutional memory with all your data backed up on the cloud. 

Ultimately, your C-suite will be empowered to increase conversions and save money by increasing team productivity. 

To make this and much more a reality for your business, explore our data integration and collaboration solutions today!

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