information and knowledge audits An information audit is a systematic process through which an organisation can understand its knowledge and information needs, what it knows, and the information flows and gaps. Resulting from an information audit is an ‘information map’ which can be used as the basis for designing the content of intranets, as well as for the foundation of a corporate information strategy or a knowledge management strategy. TFPL have developed an information audit tool called AutoInfoAudit which is designed to give you a starting point for assessing your organisation's information management approach.   find out more about AutoInfoAudit and try the information audit tool for free what will an information audit do? An information audit will review what information is created and needed across the organisation. Everyone within an organisation has a role in creating and using information – even if they do not realise it! One of the positive side effects of a well-run information audit is that it raises the awareness across the organisation of the value of information and the value of sharing knowledge. An information audit will also: Identify the information needs of the organisation itself, the various business units and divisions, and the specific needs of individuals Identify the information created and assess its value to the organisation Identify expertise and knowledge assets and enable the start of an intellectual asset register Identify the information gaps Identify quick wins that could be implemented to produce immediate benefits Review the use of external information resources and how it may be used more effectively Review the use of internal information resources, how valuable they are, and how they may be improved Map the information flows and current bottlenecks within those flows Develop an knowledge and information map of the organisation information audit benefits? Information and knowledge are now recognised as core assets of any organisation and are potentially the source of an organisation's key competitive advantage. The main benefit of an information audit is the development of a much better understanding of this prize asset and how it can be used to stimulate creativity and innovation. Specifically an information audit will identify how the organisation can: make better use of its intellectual assets make better use of external information avoid inefficiencies and duplication of information avoid information overload save real time and money through efficiencies the information audit approach? A successful information audit must reflect the organisation and how it works. It must review the different business processes within the organisation, exploring what information is needed in the process and what information is generated by the process. It requires a top-down as well as a bottom-up approach looking at all the information flows, barriers, and inefficiencies. An independent information audit team is often preferable, bringing confidentiality and a fresh perspective to information management practices and use. To achieve all the objectives of the information audit, to gather all the data, and to develop practical proposals, a mix of interviews, questionnaires, discussion groups and focus groups need to be used. To understand the key issues and business processes, a number of people in ‘central’ positions are interviewed. A detailed questionnaire to all staff draws out specific information and appropriate data. Discussion groups test conclusions, and focus groups explore particular issues and challenges. Once the information map is complete and recommendations implemented the information audit should not be forgotten. Organisations change and information needs and flows change – the information audit should be a regular feature of an organisation helping to maintain and capitalise on this vital asset. TFPL have been undertaking information audits for clients for many years, but in the last three years the demand has increased dramatically. Organisations are seeing the value of an information audit as they recognise that they don’t understand their information needs and they don’t ‘know what they know’. They are wasting time on searching for what they think that they have, rather than using that time to leverage all the information and knowledge that should be at their fingertips. key contact: Vivienne Winterman, Senior Consultant, TFPL Ltd. email: vivienne.winterman@tfpl.com Save as Outlook contact