6. Understand planning for success.

Question 1

Explain each of the following, as part of the information management process:
■ Collection
■ Storage
■ Dissemination

Answer 1

Collection:

Collection is where you identify what information will be collected, where it will be collected from, how it will be collected, in what formats will it be collected, when will it be collected, what file formats will we collect and how much information/files will there be. This formative step in the process
is key as understanding the size, type and scale of the files that will be collected will potentially change how later stages are undertaken. This step is also crucial at ensuring that version control of documents is
implemented.

Storage:

Storage is the process of collating information in to one a usable format and system. For
example electronic data can be put in to an online database that allows anyone from the project team to access the information at any time. It also details what to do with other formats like physical drawings in construction, for example these need to either have a process to scan them and enter them into a central database of they need to be appropriately filed and organised. This system during the lifetime of the project may need to be updated due to changes in technology and also needs appropriate user access rights so that unauthorised people cannot change information.

Dissemination:

This is the process of bringing relevant information together and sending it out to
the relevant parties and stakeholders who require the information to enable them to make effective decisions. For example weekly or monthly reports on changes and updates to the formation management
system can be done and sent out to relevant stakeholders so they understand what changes have been made and therefor progress. In simple terms it is the process of giving the right information to the right
people at the right time to allow them to make appropriate decisions based on the information provided.