Classifying information and its implications to business practices : The role of humans and systems in the process

Abstract

Over the past three decades, the volume as well as the diverse nature of information has increased exponentially. This is both an opportunity and a threat. The opportunity is that information enables us to make decisions smarter, faster, and to trade it even as it was a commodity. The threat is that without a proper system to store information, it becomes difficult, or even impossible to utilize the needed information. If information is irretrievable, all the effort used for storing it becomes wasted time. At the same time business processes are being influenced by the nature of the work, tools being used and an information flow between different stakeholders. All these factors have forced companies to seek efficient, reliable and cost-effective means to organize, manage, share, and dispose digital information in a logical fashion, and in a way that it can be accessed by employees in any location, time or information communications technology that is being used.

This thesis addresses the importance of file management, methods, best practices and technologies to classify information in the business context. The theoretical framework provides a basic understanding of file management operating parameters, such as how information can be classified and labelled for the users to access and retrieve data more quickly and more conveniently, and what is the role of human and systems in that process. The possible implications of the file management from a business perspective are also examined, such as employee performance and productivity.

The empirical research investigated existing file management practices in a case company. The overall aim was to provide recommendations as to how to improve existing file management practices from the current state. Descriptive research was used to examining the current state and maturity of the file management. The results received from the survey indicate that the current folders and files used by the employees in the case company are disorganized and poorly managed. There are no standardized practices to manage files, i.e. how they should be classified, named, or shared with relevant stakeholders. Furthermore, working conditions and work devices has caused additional challenges in terms of accessing files. Having multiple systems to store information, together with a lack of clear rules and guidelines regarding the file management activities, is interfering with the employees’ ability to perform and focus on work task.

Although the empirical research was specific to the case company, both the research results and the theoretical framework support the fact that investing in well-designed information classification approaches and systems can result in greater productivity and process efficiency. Thus, impacting companies’ overall ability to reach its business objectives.