The Information Management division of APCS (Asia Pacific Communication Specialists) may be new, but it comes equipped with more than three decades of experience in PNG information compliance and governance.
Better known across PNG for their expansive range of IT products and services, as well as business internet, APCS’s foray into the world of information management comes ready-made to meet PNG’s governance and compliance requirements.
This is something that APCS’ Senior Information Consultant, Christine Noske, says is often overlooked in digital transformation projects.
A highly experienced information management consultant, Christine boasts more than 30 years’ experience in helping PNG enterprise and public sector navigate through the complex world of compliance, governance, and risk management.
Now at the helm of APCS’ information management division, Christine is passing on her wealth of experience to a new generation of information specialists.
This investment has been quick to show a return, as several government agencies have moved rapidly to take advantage of an ISO-compliant, information management framework to accompany their digital transformation activities.
When it comes to digital transformation projects, Christine explains why it’s not a good idea to simply jump into a scanning project, or procure a document software system, without the corresponding information management framework to support the process:
“In PNG’s newspapers recently, or through the rumour mill, we are more frequently seeing articles about, or hearing stories of, information being stolen or ‘lost’ or not being maintained, of not being readable or of poor quality. So how can we address these issues? Organisations should develop and implement an Information Management Framework,” she said.
In today’s information-driven world, effective information management (IM) frameworks are critical for organisations. These frameworks establish systematic processes to handle an organisation’s information from creation to disposal, ensuring compliance, information security, and operational efficiency.
Christine says a robust IM framework is foundational to effective governance and plays a significant role in risk management by safeguarding vital information assets and supporting legal compliance whilst ensuring organisational needs are met.
Information management frameworks provide structured policies, practices, and technologies for handling organisational information which encompasses both documents and records. While documents typically refer to draft documents, records are evidence of organisational activities and transactions that require secure retention and access over time.
IM frameworks include procedures for the entire lifecycle of information - from creation and storage to access, retention, and disposal. Implementing these frameworks ensures an organisation’s information is accurate, accessible, and protected.
A comprehensive IM framework includes four key components:
- Policy Development: Clear guidelines define the handling of information across all areas of the organisation.
- Information Classification: Assigning categories to information to ensure information can be readily retrieved and are also used as a basis to determine access and retention needs.
- Access Controls: Restricting access to sensitive information and protecting against unauthorised access.
- Retention and Disposal Schedules: Structured timeframes for information retention to support compliance with regulations and business requirements.
IM Frameworks and Governance and Risk Management
Governance refers to policies and structures that guide decision-making and accountability within an organisation. Effective governance frameworks rely heavily on access to reliable, well-managed information. IM frameworks support organisational governance by enhancing transparency, accountability, and operational efficiency.
- Minimising Information Loss: Organisations face potential information loss from cyberattacks, accidental deletions, or natural disasters. An IM framework provides secure storage, regular backups, and recovery processes, safeguarding information against loss and ensuring business continuity.
- Transparency and Accountability: An IM framework ensures information is consistent, complete, and traceable. This transparency supports audit trails, providing clear evidence of decisions and transactions. Such transparency is vital for internal governance and is often a regulatory requirement for external auditing.
- Streamlining Decision-Making: Reliable data and well-organised information improves decision-making processes. Management relies on accurate, up-to-date information to make informed decisions. By maintaining easily accessible, accurate information, IM frameworks streamline decision-making, increasing the efficiency of governance and business processes.
- Supporting Corporate Compliance: An organisation’s adherence to internal policies and external regulations is foundational to effective governance. An IM framework promotes consistent policy application, demonstrating an organisation’s commitment to compliance and governance. For example, retaining financial records as per regulations builds stakeholder confidence, showcasing a commitment to ethical and legal practice.
- Enabling Continuous Improvement: Ongoing monitoring of IM frameworks provides insights into areas for improvement. Regular audits, feedback loops, and compliance checks help organisations refine their IM practices, supporting continuous improvement and adaptability in governance.
IM frameworks are indispensable for organisations aiming to achieve robust risk management and governance. By systematising the handling, storage, and protection of information, IM frameworks mitigate legal, financial, and operational risks, enhancing information security, and ensuring compliance. Moreover, they lay the groundwork for effective governance by promoting transparency, accountability, and informed decision-making.
In an information-centric world, organisations with strong IM frameworks are better positioned to protect their information assets, uphold regulatory requirements, and respond adeptly to evolving challenges, ensuring sustainability and resilience.
For more information on how to get started on your organisations’ digital journey, get in touch at www.apcs.com.pg
