It is important to know how information is going to be managed both before an information system is designed and as it is being maintained. Information management is no longer linear, where creation was followed by capture, then storage, sentencing and destruction or transfer. As an example, how long a record must be kept will impact on its storage and preservation.

The most important part of information management systems design is to understand:

• your agency's business requirements to create records
• responsibilities you have to other stakeholders to create records
• how the records are used and reused by your agency and the public 
• how long the records need to be kept and what happens after they are no longer needed for business purposes
• how to make sure that the system supports the people that use it

A good information system needs appropriate supporting infrastructure – people and processes as well as tools and technology. Establishing a good system is likely to involve:

• designing changes to current systems, processes and practices
• adapting or integrating technological solutions
• determining how best to incorporate changes to improve records management across your agency

The nature of this step will vary greatly depending on how you have decided to redevelop or redesign a system. For example, you may have decided to:

• revise existing policies and procedures relating to records management in the agency
• improve the records management capability of existing systems in your agency in conjunction with increased training and communication of records management responsibilities
• develop and implement a new records system for high-risk areas of the agency
• develop and implement a new records system for the entire agency