INFORMATION MANAGEMENT IN SMALL AND MEDIUM-SIZED ENTERPRISES

THE GIPMEI MODEL

Abstract

These days are characterized by a mix of feelings that range from spectacular to worrying due to the uncertainty that technological advancements are generating in society. Many of the motivations for these feelings can be associated with the emergence of artificial intelligence (AI) tools, such as ChatGPT, which have taken the relationship between individuals and organizations and information to new heights. However, the countless possibilities for using AI in the corporate environment hide dangers posed by the low literacy that typically accompanies the emergence of technological innovations at the beginning of their implementation. Furthermore, the data entered by tool users may not be secure, since all information is used to train the models used by this AI, making this data public information. This scenario highlights the growing need for companies to be attentive to their information management and to train their employees to deal with this new reality.

For this management to occur effectively, an important strategy is the adoption of models that present themselves as a roadmap based on best practices and recommendations. In this sense, the objective of this work is to present a proposed model developed within the scope of the project entitled "Information Management and Digital Culture in Industrial SMEs in Portugal: Behavior, Memory, and Innovation" (GIPMEI). Initially designed to support Portuguese small and medium-sized enterprises, the model, which follows the premises of the World Economic Forum, was structured based on a foundation that allows its implementation in any organization, regardless of its profile.

The construction of the GIPMEI model was inspired by the Information and Knowledge Management Alignment Model (MAGIC), developed by Pessoa (2016), and the INDE-InfoDecisor Model presented by Estrela (2014; 2016). This qualitative research is characterized as bibliographic and documentary research, also based on the results of a survey conducted with industrial SMEs in the North and Central regions of Portugal in 2022 and 2023.

When developing the proposal, it was considered that the infocommunication flow is mediated by technology, which supports both the company's processes and operations, as well as aspects related to information security. The model is based on raising awareness among both managers and employees about the importance of using and managing information and emphasizes the role of audits in safeguarding the transparency, accuracy, integrity, and security of information. It also considers that the guidelines established within the scope of governance cannot be dissociated from the environment and contexts in which companies operate. Finally, the model identifies strategies to be adopted by companies: building a resilient IT structure; promoting the quality of information security; training employees to foster a culture oriented toward information, digitalization, and sustainability; establishing information governance; and implementing effective information management.

The proposed model is premised on the fundamental importance of senior management assuming governance of information, technology, and IT systems to ensure an effective information management strategy aligned with the organization's overall objectives. In an increasingly digital world, a lack of this commitment can lead to a potential loss of competitiveness for companies. Specifically regarding AI, for which the European Union is already developing the first legislation on the subject, this tool can help companies, like the use of intelligent ERPs, improve operational efficiency and organizational decision-making.