IM BLOG: Give Yourself Up Unto The Moment: Why Information Management Must Step Forward Now
There has never been a more critical moment for Information Management to take centre stage. As the world undergoes sweeping digital transformation, we find ourselves at a crossroads where traditional methods are becoming relics of the past, yet many of us remain entrenched in antiquated practices. The time for Information Management professionals to step out of the shadows is now – and here's why.
The Paradox of Digital Transformation
Despite living in an increasingly digital world, we still witness the peculiar sight of professionals stamping hard copy letters, scanning them, and laboriously registering them into Electronic Document and Records Management Systems (EDRMS). This outdated practice highlights a fundamental disconnect between technological capability and organisational behaviour that continues to perplex our profession.
The question remains elusive: why do so many remain stuck in these antiquated methods when the digital revolution offers so much more?
AI: The Catalyst for Change
The IAW held in May 2025 Round Table Debate on AI illuminated the mixed emotions of excitement and apprehension that our profession feels about artificial intelligence. AI is no longer a novelty lingering in the background – it's surging into our organisations like the mighty Niagara Falls.
The reality is stark: stagnation is not an option. The moment has arrived for Information Management professionals to rise to the occasion, embracing this new era with both open arms and open minds. If we hesitate, if we falter, someone else will step in to claim our territory, and we'll be left on the sidelines. Again.
The Great Professional Divide
A concerning trend is emerging across organisations: Information Technology (IT) professionals are increasingly taking on responsibilities that should fall within Information Management (IM) domains. We're seeing:
- IT teams configuring complex systems without IM input
- Job advertisements for 'Information Architect' roles that blend IT and IM responsibilities
- IM teams finding themselves without a voice at critical decision-making tables
- AI procurement initiatives proceeding without proper records governance foundations
- This isn't necessarily a profession in crisis, but we've certainly wandered off course.
The Cost of Being Left Behind
Real-world examples illustrate the consequences when IM teams aren't properly integrated:
Case Study 1: The Executive Wake-Up Call
A firm on the brink of launching a substantial AI procurement initiative needed a reality check. Standing in their boardroom, one consultant had to deliver a stark message: "You are on a precipice. The choices you make now will shape your organisation's future. This relies on strong records governance, and you cannot leverage AI without it." The executive team recognised the truth and pressed pause on their 12-18 month procurement timeline.
Case Study 2: The Digital Landfill Disaster
A local government agency procured a new system with three legacy systems to decommission, facing a massive data migration challenge. The new system scored poorly on compliance (just over 60% PROV compliance and 70% VPDSF compliant), with no metadata to aid migration. Why? The IM team believed they were only responsible for records in the EDRMS, leaving digital landfills containing over a decade of ungoverned data.
Breaking Down the Silos
The radio silence between IT and IM teams must end. Information security conferences reveal how system configuration and security architectures desperately need the information asset perspective that IM professionals uniquely provide. We've always interrogated systems from an archival viewpoint – now we need to make our voices heard in broader technological discussions.
Your Action Plan: Five Ways to Step Up:
1. Continuous Learning and Skill Development
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Stay updated with data analytics, machine learning, and AI trends
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Transition from traditional IM approaches to digital ways of working
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Master digital disposal, system configuration, and metadata profiling
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Build user-friendly taxonomies and ontologies
2. Network and Collaborate Strategically
- Attend industry conferences and join professional organisations
- Participate in online forums (like the RIMPA Community Forum)
- Build your professional brand and visibility
- Collaborate across departments to enhance influence
3. Position Yourself as the Subject Matter Expert
- Advocate for IM involvement in decision-making processes
- Demonstrate the value of accurate, timely information
- Influence strategic decisions and drive business outcomes
- Take ownership of your expertise
4. Develop Compelling Communication Skills
- Master both written and verbal communication
- Create visualisations that tell stories with information and data
- Learn to articulate your value proposition clearly
- Make your work visible and understood
- 5. Embrace Innovation and Lead Change
- Experiment with new tools and approaches
- Lead change initiatives within your organisation
- Stay ahead of the curve as an innovator
- Remember: we are the original agents of change
The Foundation of Everything
Good records governance lies at the heart of every project, business decision, and technological investment. We ensure information is accurate, accessible, and secure – forming the backbone of effective decision-making and strategic planning.
In an era where organisations rush to adopt AI technologies and establish big data governance frameworks, they often overlook the crucial need for impeccable records governance. This is firmly within our wheelhouse, and it's ours for the taking.
Your Moment is Now
We stand at the threshold of a groundbreaking era where traditional records management and cutting-edge technology are becoming indistinguishable. The conventional methods of handling information fall short in the face of swift technological progress, yet many in our profession remain tone-deaf to these transformative changes.
The opportunity to mould the future lies at our fingertips. By advocating for robust records governance, IM professionals can drive significant improvements in organisational efficiency, compliance, and risk management. We must embrace this moment, leverage our expertise to influence key stakeholders, and champion the importance of well-managed information.
As a profession, we need to recognise our value, lead by example, and ensure that good records governance is recognised as a key ingredient moving forward, wherever we work.
The time is genuinely now. Give yourself up unto the moment – your profession, your organisation, and your career depend on it.
Meet your blog author:
Dr Bethany Sinclair-Giardini CXRIM MRIM
Bethany works for Technology One, working on their Enterprise Content Management module through system design, client requirements, and training. A digital archivist and information architect with over 30 years’ experience, she bridges IT and IM, applying her PROSCI Change Management expertise to digital transformation.
A RIMPA Ambassador and member of AISA and The SABSA Institute, she is passionate about information governance and connecting technology, recordkeeping, privacy, and cyber. Known as a dedicated advocate and generous sharer of knowledge, Bethany is a familiar voice in the RIMPA Community.