If information is not easy to find and access, it doesn’t exist
It doesn’t matter how modern or sophisticated your tools are, if people can’t find the information they are looking for when they need it, it doesn’t exist.
If they don’t know where to look for, or how to access it, it just doesn’t exist.
With millions of bytes of data created everyday by organisations and their employees, the challenges have moved from storage and availability, to discoverability and accessibility.
Basically, if the information exists within the organisation, how easy for people is to find it, get it, use it, share it and even update it?
If it seems unavailable, are they looking at the right place? Are there any other places to look?
Finally, how long does it take for any of the above?
This is the case of many organisation that invest in software aimed to better manage their data and information overall. In many cases, these tools lack of something really important, user experience, for both, those creating and those retrieving.
Usually, these tools are very good at providing a deep understanding towards what should be captured and how to model it, however, the experience around several on these it’s just horrendous, with complicated interfaces, and complex workflows.
I witnessed this in organisations with a strong focus into documentation and modelling of their technology, infrastructure and process, with tools that are clearly capable to do this job at fully; and that’s great because there is indeed a lot of value out of it if done right. However, I’ve also able to see some of the major downfalls, at times regarding the input of the data, but frequently and more painfully, about how bad for the end-users is to retrieve the information, and in many cases putting them away.
So, the final question would be, what’s the point of hoarding data that no one is willing to access because basically, they can’t be bothered?