What is an Information Management System?

An Information Management System (IMS) can also be referred to by the following names:

  • Information System (IS)
  • Management Information System (MIS)
  • Database Management System (DBMS)
  • Records Management System (RMS)
  • Office Information System (OIS)

Information Management Systems are types of software that streamline the storage, processing and retrieval of information.

Much like a filing cabinet (but smarter), they become the go to place when it comes to doing anything involving information and records.

They make carrying out administrative and record keeping tasks much simpler and efficient.

What Are The Benefits Of Businesses Using Information Management Systems?

Improves Information Quality - The system checks that the details being entered meet required criteria.

Reduce Data Duplication - The management system links records to relevant information as required removing the need to re-enter details.

Prevent Repetitive Tasks - The system can process the stored information to automatically generate any required reports or documents.

Accessible Electronic Records - People can have access to the stored information in the formats they require.

Prevent Lost Or Illegible Records - Paper based recording methods are replaced with electronic forms that are available anywhere.

Records Are Safe And Secure - People can only see and modify the information they have been allowed access to.

Business Trends And Insights - The system can process stored records to produce valuable statistics.

Business Information Is Available - Records are no longer trapped in a cabinet. Collect and retrieve information anywhere 24/7.

How Can An Information Management System Help My Business?

All businesses collect information and keep records of some kind. These records could be on clients or assets. The records could be more operational based like bookings, reservations or service reports.

If administrative tasks feel like they are taking up too much time - An Information Management System will cut down the hours needed to keep on top of it.

If you have people away from the office that need access to your records - A system can make it so those people could use their mobile devices to get to what they need.

If you keep track of assets over a large area - A system could provide you with an aerial map of the assets that you can easily navigate around, drill into and manage.

If you have multiple sites - A system will allow everyone to work from the same records no matter where they are based.

If you manage the availability of people or assets - The system can make sure there are no double bookings with live calendars/timetables/rotas automatically generated.

It's all about:

  • Efficiently collecting accurate information anywhere
  • Streamlining and automating what happens to it
  • Having it available anywhere in the most suitable format
  • Providing useful insights on the information collected

Information Management System Example

Peter's Plant Hire rents out equipment like cement mixers, mini diggers, rollers and jackhammers.

A phonecall comes in asking about a mini digger, Peter looks up the availability of the item on the system.

He can see it is currently hired out but is due back 2 days before the person on the phone needs it.

Peter enters a reservation for the mini digger in to the system.

On the day the mini digger is being picked up, Patrick (the delivery driver) sees on the systems overview map that 3 other items in the same area need collecting.

As Patrick collects and loads each item on his truck he marks it as collected on the system using his mobile phone.

Back at the office, Peter can see that the mini digger due to go out in 2 days is due for a service.

Peter uses his system to see what other pieces of his inventory should be serviced at the same time.

A service is booked for 6 items that Patrick then delivers to the mechanic, marking each item in the system as currently being serviced.

The mini digger is ready on the morning it is due to be hired out, Patrick collects and then delivers it to the person that hired it.

The system shows Peter that the mini digger has been delivered.

Peter then looks at the trends section on the system and can see that mini diggers are one of his most popular pieces of equipment during August.

He's keen on expanding his inventory by getting another 2 mini diggers by next summer.

Information is recorded in one place, Viewed in one place and Handled in one place.

Back to home page