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The boat on the ocean symbolises that data management is very important for a company. For example, conducting structured and secure archive storage management.

Finding Opportunities in a Sea of Data with Data Management and Information Management

What is Data Management?

Data management is the process of collecting, storing, maintaining, and managing information obtained from various sources to ensure that the data can be accessed, used, and analysed effectively. In a corporate context, data management is an important element to support data-driven decision-making, improve operational efficiency, and ensure compliance with applicable regulations.

With good database management, companies can ensure that the data they have is accurate, consistent, and secure. This involves various aspects such as database management, data integration, data analytics, and data protection. In addition, data management also includes data accessibility settings, so that only authorised parties can access sensitive information.

The implementation of effective data management or information management allows companies to gain deeper insights from the data they have, which in turn can improve business performance, minimise risks, and create new opportunities for growth.

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Your organisation’s data and information are one of its most valuable assets.

But we know that managing what can seem like an ocean of data and information is a complex challenge. Workarounds and patchwork solutions are no longer enough in today’s high-compliance and competitive environment. Let us help you classify, organise, secure, digitise, automate and access all your information—whatever it is, wherever it is, however it’s stored, allowing you to unlock its value to drive growth and secure your organisation’s future. A process that we call, information transformation.

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How to manage data?

The company that protects your data can help you unlock it, by transforming your information to unify assets and generate automated workflows. In the 70 years we’ve been helping customers manage their information and assets, we’ve seen how overwhelmed they can feel about the costs and extensive resources involved in storing and managing data and information right across their organisation.

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Managing data should be a core part of your operations. Here are the essential steps in managing data effectively:

1. Identify data requirements

Define the types of data your company should store and manage, including customer data, financial data, and operational data.
Identify the purpose of using the data to support business decisions and customer service.

2. Collect and classify data

Collect data from various sources such as forms, contracts, emails, and other systems
Classify data based on its type, importance, and lifecycle to facilitate further management.

3. Data storage and organisation

Choose a suitable storage system such as a storage rack, filing cabinet, or digital platform.
Organise data systematically by establishing a clear folder structure and a consistent naming system.

4. Data security

Implement appropriate security measures to protect data from unauthorised access or loss, such as the use of locks and access control systems.

Perform regular data backups to avoid data loss due to hardware failure or malware attacks.

5. Data lifecycle management

Establish a data lifecycle policy to determine when data should be stored, archived, or deleted.
Delete data that is no longer relevant or needed in accordance with the data lifecycle policy.

6. Automation of data management processes

Utilise automation technology to automate data management processes such as moving, scheduling setting, and recording.
Use advanced data management and storage software to simplify and speed up the data management process.

7. Employee training

Provide training to employees on safe and effective data management practices.
Ensure that all employees understand the policies and procedures related to data management.

8. Regular audits and maintenance

Conduct regular data audits to ensure compliance with data security policies and standards.
Perform regular maintenance on storage systems and software to prevent failures and maintain optimal performance.

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Iron Mountain's process of classifying, organising, securing, digitising and automating data and information across your organisation or company.

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So we’ve developed an organisation-wide process using a maturity model that helps organisations identify where they are on their information transformation journey. Divided into 3 clear stages, you can pinpoint what your organisation is managing well in each stage and what gaps need to be filled.

Our process will help you classify, organise, secure, digitse, automate and access the data and information across your organisation. We’ll create the framework necessary to bridge the gaps between your physical and digital assets, and rich media, to extract value along its lifecycle, helping to build your organisational resilience.

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Our 3-stage maturity model for assessing digital transformation processes

Our maturity model helps your organisation identify where it is in its information transformation journey and what is the next logical step.

Business-critical information management: identify the different types of data you have and how it’s managed. Consider things such as what can be digitised, are compliance requirements being met, and the disposal of outdated records.
Business information optimisation: now that the data is visible you can optimise it through automation. Automate workflows and processes to boost productivity and improve information sharing between functions and automate compliance work to reduce risk.
Business information transformation: Unlock previously unseen value in your data – make more informed business decisions, uncover new revenue streams, and improve analytics.

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3 stages of information management for your business: Management of business-critical information, optimisation of business information, and transformation of business information.

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Benefits of Data Management and Information Management

Here’s just a few, download the maturity guide to see the full list:

Bridge the gap between your physical and digital information assets and improve operational efficiency.
Secure your information and dispose of unneeded data, assets and files to reduce your cyber security risk and operational costs.
Evolve with increasing regulatory and compliance requirements.
Meet your ESG goals while cutting costs by streamlining your transport and logistics, paper use and IT asset recycling.

Download guide

Managing data should be a core part of your operations. Here are the essential steps in managing data effectively:

1. Identify data requirements

Define the types of data your company should store and manage, including customer data, financial data, and operational data.
Identify the purpose of using the data to support business decisions and customer service.

2. Collect and classify data

Collect data from various sources such as forms, contracts, emails, and other systems
Classify data based on its type, importance, and lifecycle to facilitate further management.

3. Data storage and organisation

Choose a suitable storage system such as a storage rack, filing cabinet, or digital platform.
Organise data systematically by establishing a clear folder structure and a consistent naming system.

4. Data security

Implement appropriate security measures to protect data from unauthorised access or loss, such as the use of locks and access control systems.

Perform regular data backups to avoid data loss due to hardware failure or malware attacks.

5. Data lifecycle management

Establish a data lifecycle policy to determine when data should be stored, archived, or deleted.
Delete data that is no longer relevant or needed in accordance with the data lifecycle policy.

6. Automation of data management processes

Utilise automation technology to automate data management processes such as moving, scheduling setting, and recording.
Use advanced data management and storage software to simplify and speed up the data management process.

7. Employee training

Provide training to employees on safe and effective data management practices.
Ensure that all employees understand the policies and procedures related to data management.

8. Regular audits and maintenance

Conduct regular data audits to ensure compliance with data security policies and standards.
Perform regular maintenance on storage systems and software to prevent failures and maintain optimal performance.

Get access to the Maturity Guide

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Finding Opportunities in a Sea of Data with Data Management and Information Management

What is Data Management?

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Your organisation’s data and information are one of its most valuable assets.

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How to manage data?

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Managing data should be a core part of your operations. Here are the essential steps in managing data effectively:

1. Identify data requirements

2. Collect and classify data

3. Data storage and organisation

4. Data security

5. Data lifecycle management

6. Automation of data management processes

7. Employee training

8. Regular audits and maintenance

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Our 3-stage maturity model for assessing digital transformation processes

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Benefits of Data Management and Information Management

What is Data Management?

Your organisation’s data and information are one of its most valuable assets.

How to manage data?

Managing data should be a core part of your operations. Here are the essential steps in managing data effectively:

1. Identify data requirements

2. Collect and classify data

3. Data storage and organisation

4. Data security

5. Data lifecycle management

6. Automation of data management processes

7. Employee training

8. Regular audits and maintenance

Our 3-stage maturity model for assessing digital transformation processes