By James T. Closson, Ph.D.

In this information age managers need to be very knowledgeable regarding the flow and management of information.  Procedures, protocols and processes determine how information is managed.  The technology department often times “wags the dog.”  Sometimes the current processes, whether computerized or not, are carry-overs from predecessors.  They have been developed through an evolutionary process rather than by careful analysis and planning.

Computerization does not always mean less work.  At times it is merely a different approach to work.  Computerization can make data-handling more efficient and also users to be more informed.  The Computer is the primary source of information.  The computer should be used to keep all information up to date, rather than using hard copies or hand files.

Managers need to see that users and data analysts assist in the development of an effective information management system.  To accomplish this, an internal processes audit needs to be performed.  The following principles need to be adhered to in assessing information:

Ø Set goals and intentions

Ø Match data entry with information retrieval

Ø Prioritize applications

Ø Assign backup person to each application

Ø Document and evaluate the process needs periodically

Ø Evaluate progress