Information Management

Effective sharing and protection of information is an important part of corporate culture. The capabilities of artificial intelligence for information management create entirely new requirements.

• What Information Management Is Used For
  • Types of Records Used for Documentation
  • Importance of Management in the Age of Artificial Intelligence
• How to Securely Protect Information
  • Protection Levels
• Features for Working with Information
  • Discussions and Posts
  • History Tracking
  • Publishing Information on a Bulletin Board
  • Automatic Translations
  • Document and Attachments
• Structure of Information
  • Hierarchy
  • Documentation Bundles
• Information Formats

What Information Management Is Used For

Information management allows you to create structured notes and documentation. Its application is wide and varied:

• Internal support teams: Knowledge base, recommendations, and guides for resolving various types of tasks
• Project and scientific teams: Insights, notes, open topics
• Development teams: Documentation of the product or item being developed

Types of Records Used for Documentation

An information record is a general record, but for better navigation and information protection, it is useful to use other record types as well:

• Secret for safer storage of passwords and access credentials
• Log for documenting the execution of an activity (e.g., a test, experiment, trial, etc.)
• Workflow for a work procedure

Importance of Management in the Age of Artificial Intelligence

AI helps quickly find valuable information within generally accessible data. If you connect AI to your own knowledge base (supported by AyMINE), you can leverage its capabilities with your own information as well. (Connecting it makes sense if there is so much information that standard full-text search is insufficient.)

AI will not replace internal information management. On the contrary, you need to protect recommended procedures, sensitive information, and research results, and AI will neither replace nor supply you with truly valuable information.

How to Securely Protect Information

For many teams, information constitutes their most valuable asset. Therefore, attention commensurate with its importance must be paid to its protection.

Protection Levels

The system supports several levels of information protection:

• Access rights: Every piece of information belongs to a domain. Access rights to domains are defined based on user groups. A group can be controlled or managed by the domain owner.
• Bundle protection: Information included in a bundle can be protected and made accessible according to the rights specified by the bundle. Typically, a bundle restricts edit rights rather than read rights.
• Discussion protection: Discussion posts under information are generally accessible to everyone with access to the information, but the author can further restrict post accessibility (only for themselves or only for a selected group of people).
• End-to-end encryption: Sensitive information can be placed in data vaults. The vault ensures secure encryption and availability only to users who have access to the vault.

Features for Working with Information

Discussions and Posts

People can conduct a discussion and add comments for any piece of information.

The discussion is conducted independently from the information and does not alter the information itself. Even people without editing rights for the information can participate in discussions. (The right to join discussions can be restricted globally as well as at the domain level).

History Tracking

If you check the option to retain changes for a piece of information (configured within properties), a copy of the content will be created upon every save. You can subsequently track changes or revert to previous information.

Change history is only stored for approximately six months. It is not a replacement for versioning. If you are creating a new version and want to retain both the old and new versions long term, use the Create new version function.

Publishing Information on a Bulletin Board

Information can be published on public bulletin boards that are available either on the intranet or on a public portal. This allows you to share information even with people entirely outside your team or with people who do not use the system.

Automatic Translations

You can maintain information in multiple language versions or request an automatic translation.

Translations are stored together, so you only see the information once in overview lists. Depending on the settings, users can view the translation directly.

Document and Attachments

Files can be attached to information (just like to many other objects). This applies if you want to store a document in AyMINE. Read more about files here.

AyMINE serves as a DMS for file management; it is recommended to attach files to information that you wish to share and archive after their completion.

Structure of Information

Hierarchy

All types of information support a hierarchical structure. Naturally, this applies not only within a document, but also directly to the structure of records.

Hierarchy allows organizing content into sections, thereby improving navigation.

Documentation Bundles

You can group documentation into bundles by topic. A single piece of information can thus belong to different bundles. Bundles create a topic-oriented documentation structure.

Information Formats

Several different formats can be used for information:

• Markdown is the default format; it allows working with styles, images, and inserting specially formatted blocks. Chapters are automatically numbered during rendering.
• HTML + TeX is suitable when you need mathematical notation or more complex formatting.
• Files attached to information allow for any file format. Using PDF is recommended.