What does good information management look like in 2026?

In an age of accelerated AI adoption, hyper-connected digital ecosystems and an increasingly complex regulatory landscape, effective information management is becoming more important than ever for organisations across Ireland.

Good information management in 2026 means securely controlling, organising and governing digital and physical information across its full lifecycle.

It brings together strong cybersecurity, regulatory compliance, data visibility and risk reduction, helping organisations find, protect, retain and dispose of information efficiently while meeting legal and operational requirements.

As Irish organisations continue to embrace AI, cloud technologies and digital transformation, the information behind these technologies needs to be accurate, accessible and properly governed.

In this blog, we break down what good information management looks like in practice and explore why it cannot be ignored.

TL;DR

In 2026, good information management = secure, compliant, digital-first and risk-aware.

Organisations need to manage information across digital systems and physical records using effective governance policies, automation and secure storage. Done well, this can reduce the risk of data breaches, regulatory penalties and operational disruption while helping businesses make better use of their information.

Why Is Information Management More Important in 2026?

Information management has evolved rapidly in recent years, and organisations in Ireland now operate in an environment shaped by:

• GDPR and Ireland’s Data Protection Act 2018
• Evolving EU cybersecurity and regulatory requirements
• Increased cyber threats, including ransomware and phishing
• Hybrid workforces accessing information from multiple locations
• Rapid digital transformation and AI adoption
• Growing expectations around data transparency and accountability

The pace of digitalisation is continuing to increase. According to Ireland’s Central Statistics Office (CSO), more than 20% of Irish enterprises used artificial intelligence in 2025, compared with over 15% in 2024.

As organisations introduce more AI, cloud-based services and connected technologies, the importance of managing the information within these systems increases too.

Poor information control can expose organisations to significant operational, financial, legal and reputational risks.

An Irish Example: The HSE Cyberattack

The 2021 cyberattack on Ireland’s Health Service Executive (HSE) demonstrated the potential consequences of a major cybersecurity incident.

The ransomware attack caused widespread disruption to health services and IT systems, with attackers accessing and copying information. The HSE subsequently notified approximately 90,000 people who were affected.

While cybersecurity and information management are not the same thing, incidents such as this demonstrate why organisations need strong controls around sensitive information, system access, information governance and organisational resilience.

What Does Good Digital Information Management Look Like?

Digital information should be organised, secure, searchable and governed by clear policies.

Key Characteristics:

1. Structured data governance

• Clear ownership of information
• Defined retention schedules
• Consistent file naming and classification

2. Strong security controls

• Role-based access permissions
• Encryption at rest and in transit
• Multi-factor authentication

3. Lifecycle management

• Automated retention and deletion rules
• Legal hold capabilities
• Clear audit trails

4. System integration

• Email, document management, cloud storage and business systems connected appropriately
• Reduced information and data silos

5. Searchability and accessibility

• Metadata tagging
• Indexing and intelligent search
• Secure access for remote and hybrid teams

Together, these controls help organisations maintain confidence in their information while making it easier for employees to find and use what they need.

How Are Paper Records Managed in 2026?

For many sectors across Ireland – including healthcare, legal services, financial services and the public sector – paper records continue to play a role. However, physical information still needs to be controlled and secured.

Even in increasingly digital environments, organisations may retain physical contracts, legal files, historical records and other business-critical documents.

Good practice can include:

• Secure off-site storage
• Barcode tracking and inventory systems
• Document scanning and digitisation
• Secure destruction in line with retention policies
• Chain-of-custody tracking

A digital-first strategy doesn’t necessarily mean eliminating every physical record. Instead, organisations should understand what they hold, why they hold it and how it should be protected throughout its lifecycle.

Security and Risk Reduction in Modern Information Management

Good information management helps organisations take a proactive rather than reactive approach to these risks.

What Compliance Looks Like in Ireland in 2026

Good information management can help organisations meet obligations under relevant Irish and EU legislation and regulatory frameworks.

Depending on the organisation and sector, these can include:

• The General Data Protection Regulation (GDPR)
• Ireland’s Data Protection Act 2018
• Irish ePrivacy Regulations
• EU cybersecurity requirements
• Freedom of Information requirements for applicable public bodies
• Sector-specific requirements across areas such as healthcare, finance and legal services
• Records retention requirements

Compliance is supported through:

• Documented information management policies
• Employee training and awareness
• Regular audits and reviews
• Appropriate access controls
• Secure physical and digital storage
• Certified destruction and defensible disposal

For organisations operating in Ireland, key sources of guidance include the Data Protection Commission (DPC), Ireland’s independent data protection authority, and the National Cyber Security Centre (NCSC).

How to Improve Your Information Management in 2026

Below, we outline a practical step-by-step approach.

1. Audit your information

Identify what information you hold, where it is stored and who has access to it.

2. Classify information

Categorise information according to factors such as sensitivity, regulatory requirements and retention periods.

3. Implement governance policies

Define clear ownership, access controls and lifecycle rules.

4. Digitise priority records

Identify paper-based information that could be digitised to improve accessibility and reduce physical storage requirements.

5. Secure storage and systems

Apply appropriate security measures including encryption, backups and access controls.

6. Automate retention and disposal

Reduce ROT data – information that is redundant, obsolete or trivial – and ensure records are retained for appropriate periods.

7. Work with an information management partner

Specialist support across areas such as secure storage, document scanning, digitisation, destruction and information governance can help organisations create a more structured approach.

What Are the Benefits of Good Information Management?

Effective information management can help organisations achieve:

• Lower risk of data breaches
• Reduced storage and operational costs
• Faster information retrieval
• Stronger regulatory compliance
• Improved decision-making
• Greater confidence in business information
• Improved resilience
• Greater trust from customers, employees and regulators

As organisations across Ireland continue to adopt AI and digital technologies, these foundations will become increasingly important.

AI systems, automation and analytics all depend on information. If that information is poorly organised, inaccurate or inadequately governed, organisations may struggle to realise the full value of their technology investments.

Summary

In 2026, good information management is no longer simply an operational task – it is an important part of business resilience and risk management.

Organisations that actively control their digital and physical information can reduce risk, strengthen compliance and operate with greater confidence in a rapidly changing regulatory and cybersecurity landscape.

By combining governance, security, lifecycle management and appropriate technology, organisations can turn information from a potential liability into a trusted and accessible asset that supports performance, resilience and long-term growth.

Looking to Improve Your Information Management in 2026?

Crown Information Management Ireland can help you take greater control of your physical and digital information.

From secure records storage and digitisation to information governance and secure destruction, our solutions can help you reduce risk, strengthen compliance and make information easier to access and manage.

Get in touch with a member of the Crown Information Management Ireland team today.