Information management involves getting information from different sources, putting them in order and then maintaining the information. Big events require more people to serve in the information team as there should be an Information Manager. Information is a fundamental component of planning and producing events.
Information management involves the following areas.
Acquisition
This involves collecting and gathering data required for the event. It is important to know where to get the right information, the methods to get it and how it is going to be processed. Seeking out information on records of previous events is also important. That information must be analysed, interpreted and evaluated to make sure it is relevant and accurate.
Organisation
After gathering all the information, it is critical for a good information management system to process this information. The information system will organise data according to the needs of the event. It will also develop and implement information systems. The system should be able to retrieve information as soon as it is needed, as information is what enhances decision making.
Distribution
This is an integral part of the information management system. After the information is collected and organised, it is now important to spread the information to those who need it, when they need it, in order to accomplish the goals and objectives of an event or project. Information is only useful when it is made available on time and shared either formally or informally. Clear procedures and policies on how information is spread should be put in place. Data reporting and monitoring should be enhanced to make sure only those who need information about the event get it. The information can be spread using different methods i.e. verbal, written, visual or electronic.
Retention
This is the process of preserving data and information for future use. This is the only way the information gathered will be useful for current and future generations. This can be done by determining record keeping procedures and filing systems. The method used to store the files should make sense to the user and be easy to use. Some documents such as budgets, schedules, purchase orders and volunteer records should be retained very carefully. Clear policies and procedures on how data is to be preserved should also be put in place. For example, if you are using computerised storage systems they need to be backed up to avoid loss of information. The storage method used should be well labelled and easy to retrieve.
Control
Finally, it is very important to control the information that is collected. Information can be lost either by accident or intentionally. It can also be altered, stolen or accessed by unauthorised persons, hence exposing the information. There needs to be specified methods to maintain the security and integrity of the information. Security methods should be put in place to control access to information in the computer. Documents can be saved in read only or PDF to avoid alterations. Privacy policies must be enforced, such as peoples details i.e. names, date of birth and tax file numbers.
Information sharing is vital to the success of an event project, particularly during the implementation phase, and it is critical during an event.
