From archiving to anticipating – strategic information management at your housing association

New legislation, social expectations and internal pressure to work smarter are causing housing associations to increasingly view information management as a strategic factor with impact. No longer just a cost on the balance sheet, but a strategic tool to achieve better decision-making, fewer errors, and more efficient processes.

No more chasing the facts

Those who only store information “just in case” will sooner or later run out of time. Think of policy advisors who first have to spend three weeks collecting internal documents for a new residential care concept. Or a real estate department that cannot find old MJOPs when the municipality suddenly wants an update. By proactively managing information - structured, classified and accessible - your organization runs more smoothly. You become less dependent on individual knowledge holders, and are quicker to answer questions and better prepared for audits, Woo requests and policy updates.

What is proactive information management?

Managing information proactively means viewing information as a strategic asset. This does require a specific approach in which you need to pay attention to the following issues:

• Structure: information is organized logically, with clear classifications and version control;
• Ownership: departments know which information belongs to them, and what its status is;
• Accessibility: documents can be found quickly, even in an emergency or staff shortage;
• Trust: you can assume that the information is current and reliable.

In other words: not a search, but insight.

The impact of strategic information management on your organization

This approach makes a difference on many levels. Policy preparation becomes faster and better substantiated. Maintenance projects start on time because all information is available. Board and management can make decisions based on up-to-date data. And when tenants, municipalities or regulators ask questions, you always have a clear answer - without stress, sweat, or rework. 

Technology supports, but behavior makes the difference

Modern information systems such as EIM solutions can help tremendously in this regard. They bring together information from different sources, support metadata, version control and authorization, and make searching much more efficient. It may seem so, but technology is no panacea. The real impact only comes when systems, processes and people work together in a culture where information is taken seriously - not just as a record, but as the basis for quality.

Wondering how housing associations deal with information management in practice?
Discover how Eigen Haard uses WoodWing Xtendis to manage their information management.