How to Manage an Effective Information Repository

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Governance typically determines whether a large information repository is successful and long-lasting.  An effective information repository is an organization’s single source of truth to help all staff members understand the organization’s work as well as how to communicate that work to major stakeholders and the outside world.  It’s quality, or lack of, will have long reaching effects.  The following steps are good standards for managing an effective information repository that avoids bottlenecks in processing.

Step 1: Establish a Foundation

• Answer the questions:
  • What data do you have (definitions, purposes and stories) that will not change or is least likely to change for all audiences.
  • What definitions, purposes and stories do you need to be consistent regardless of the audience?
  • Create sub-foundations where needed.  For example, unchanging and consistent data for staff vs customers.
• After the first two bullets have been confirmed, the company will have the basic foundation for ensuring your company and customers are all speaking the same ‘language’ about the same story. 
• This foundation also supports adherence to the company mission and values. 

Step 2: Identify and Analyze

• Identify existing content and its reusability. 
• Identify what needs to be written.

Step 3: Build Frame

• Agree on where the data will be hosted.
• Agree on how the information will be categorized.
• Best practices for any type of library system:
  • Do not have too many categories in one level.  If necessary, break major categories into sub-categories.
  • If dealing with master documents, ensure the originals are protected and all duplicates, if any, are marked.  Protected masters must have strict governance.
  • Pick a platform that makes it easy to transfer data from one system to another.

Step 4: Governance

A bottleneck in processing will occur in an information repository when too few people are informed and/or are involved in its governance.

• Subject Matter Experts (SMEs) must review and advise on changes to their subject matter.   
• There should be policies and procedures on Change Management and Communications on how staff are informed of repository developments and how they can keep themselves informed.
• Establish gatekeepers:  Writers should be gatekeepers to the information repository.  Subject matter experts can, and should, contribute to the repository, but all content must be screened for readability, consistency and style before being published into the repository.
• Most important, don’t get lost in processes and tools, but focus on adding value and continuous improvement.  If somebody forgets a step, don’t rain hell down on them.  Have regular conversations of how well the product is represented in the repository and how it can be even better.

Step 5: Write, Edit and Reorganize

• Use Step 2 to write or edit your new and existing content.
• Sort the new and existing content according to what was agreed upon in Step 3.

Important Note: The first draft of a new information repository typically includes a significant investment in time and resources to have a long-lasting return.  The sign of a good repository is that it will require fewer ad-hoc fixes.

• Content Management: writers can be made solely responsible for the content creation and management of a large information repository; however, this may not be the best use of their time as it may take up ALL of their time.  If possible, subject matter experts should provide a draft or detailed request, based on a provided template or guide.
• It is recommended to have an annual ‘writing season’ for the repository; a time when writers can dedicate more exclusive time to content management. During off-season, writers will make minor fixes and will save any major changes or additions for the writing season.
• It is recommended to publish changes to the repository based on an agreed schedule.  For example, minor fixes happen on the third Thursday of every month and major upgrades occur quarterly or biannually.

With a solid foundation, even if major changes occur to your information or a new information repository system is desired, your company will never need to restart from the beginning.  Adapting or moving your system should be straight-forward.  Change is inevitable and the best that we can do is better prepare ourselves to manage it. 

In fact, knowing how your information changes with time can help inform a company on its overall direction and future outlook.

© lyw