What information management really means

By Su Butcher

Let’s cut to the chase.

Many of the problems that the construction industry and the built environment sector is facing have their root in the processes we use for organising and managing data.

1. Organising and analysing data to provide context makes it information.
2. Information management is the process of collecting, storing and using information in a secure and efficient way.
3. When the information management processes we are using fail, they create a crisis in confidence.
4. One of the main purposes of good information management is to ensure confidence in information.

Let’s explore that a little further:

Create Confidence in Information

Our objectives:

• We want to have confidence in the information we receive, and
• We want the people who receive our information to have confidence in it.

For this to happen, the information needs to be

• Accurate
• Secure, and
• Up to date.

This means thinking about how information is

• Stored
• Shared, and
• Updated.

What information am I talking about? In the built environment I am talking about all formats of information from the structured data in databases or spreadsheets, to certificates and reports, pdfs and drawings.

Much of the talk about the problems we are facing since the Grenfell Tragedy (and some might argue, since well before that) is about many other topics such as skills and competence, or contractual and procurement methods, for example.

But without correct information, properly handled, changing these will not be effective because people will not have confidence in the information about them.

There are countless examples of how information management is not working in our sector, some which I will be exploring in the coming issues. But first, let’s look at the principles.

Nine Basic Principles of information management

Here are some basic principles of how to manage information properly:

How to Store Information

1. A single source of truth – somewhere there should be a place where the original information is stored, linked to other related information. Applying this strategy to information management ensures that everyone is accessing the same information, avoiding duplication and rework, reducing risk and improving decision making and efficiency.

2. Security – that source of information should be only available to those who are entitled to access it and protected from corruption or loss. Security needs to provide confidentiality and ensure data integrity.

3. Credibility – the credibility of the information should be evidenced. This can be by providing the credentials of the author or source, ensuring objectivity and confirming relevance, timeliness and accuracy.

4. Accountability – someone should be responsible for maintaining the information source and ensuring proper governance.

How to Share Information

5. Traceability – by providing an identification process, information that is shared can be linked back to the original source of truth. Similar to citing your sources when writing an academic paper, identifiers provide both context and credibility.

6. Qualification – The information should state to what and/or whom it applies. This ensures that the recipient can check its relevance to their situation.

7. Accessibility – the information should be available to all who have a legitimate interest in it. Some information must be publicly available, some only for a select few, but all who should see it must be given access.

How to Update Information

8. Version Control – When information is updated, a record of previous versions should be made and shared. Do not attempt to rewrite history or delete the past.

9. Longevity – The information should continue to be accessible over time, including to previous versions. This is particularly important in construction where projects take years and buildings can survive for decades.

When you look at a piece of information, ask yourself whether these principles apply. It will help you determine whether the process of management and sharing of the information is acceptable and whether you can have confidence in it.

I’m not a data scientist, so I’m looking at this from the perspective of someone in the construction industry who has spent many years thinking about practical communications and information management, particularly for construction product manufacturers and housing associations.

Looking for examples

I’ve been increasingly coming across difficult situations which could be a lot simpler if we understood these basics of information management. So in future articles I’ll be exploring some examples including:

• HSE guidance
• EWS1 Forms
• Construction Product Information

I’m sure there are many other ways we manage information poorly at present. If you would like me to look at a particular situation through this lens, please let me know.

Su Butcher is director of independent digital consultancy Just Practising Limited and Digital Construction Champion of the Year 2023. Though trained as an architect, her consultancy helps product manufacturers use digital information management and communications strategies to face the challenges of a 21st Century construction industry. Su is a founding member of the Plain Language Group for digitisation in construction, programme manager for BIM for Housing Associations and a well-known promoter of collaborative working and better communication across the sector. Get in touch with her via justpractising.com or LinkedIn.