4. Information is fit for purpose

4. Information is fit for purpose

Information must be good quality and fit both for its primary purpose and potential secondary uses. Naturally it will not always be possible to foresee additional uses so it is important that the quality of the information is communicated consistently so future users can make informed decisions as to its suitability.

Quality includes factors such as accuracy, validity, reliability, timeliness, relevance and completeness. The quality of information should be regularly monitored to ensure that they at least meet the levels that have been assessed as necessary for the intended purpose.

Putting it into practice

To ensure information is fit for purpose in GCC it is important to make sure that staff are able to trust the information they are using is accurate, up to date and complete. This means:

1. Ensuring that policies around the storing and handling of information are followed, in particular to ensure that:

• Information is stored in an approved system that is shared with the appropriate people;
• Version control is implemented, either automated through application or via an agreed naming convention; and
• Redundant, obsolete and temporary information (ROT) is destroyed as soon as it is no longer required.

2.   In lieu of an electronic document management system adding a metadata block and document history information at the beginning of a document can also be used to flag the accuracy, relevance and completeness of information to staff.