What is information management planning?
Information management planning has become a general term to describe the ex-ante planning of document management. The purpose of the plan is to map the types of documents accumulated in an organisation’s operations and to specify the retention period and certain other metadata for them. An information management plan examines the organisation’s operations through a standardised task classification, and links the documents or documentary data collected in connection with them to each task category. In the new Archives Act, the planning of information management takes place through the structures of the Information Management Act (906/2019).
If the organisation has implemented an information management model in terms of operating processes, applications and data resources by means of enterprise architecture (section 7.3), the description method can be expanded to cover information management planning by modelling official documents into building blocks of the information architecture. The document can be linked to an operating process, data repository or application, whereby the connections of these building blocks are expressed through the processing of documentary data.
For a document component, it is possible in architecture to define typical metadata of the information management plan, allowing the enterprise architecture to function directly both as an information management model and as an information management plan.
In addition to the document type title, common IMP features include:
- Publicity and security classification
- Basis for confidentiality (only for confidential documents)
- Confidentiality period (only for confidential documents)
- Nature of personal data
- Retention period
- Basis for retention period.