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To develop an information management software, follow seven steps: define which information to control and how to measure success; gather requirements; design the architecture, data model and prototype; build security and compliance with Brazil’s data protection law (LGPD) into the design; build in short cycles, with testing; migrate data and deploy; and finally, operate and evolve the system. What separates a good project from an expensive problem is treating access, auditing and compliance as starting requirements, not as a final adjustment.
The cost of getting this wrong is concrete. According to IBM’s Cost of a Data Breach 2025 report, conducted with the Ponemon Institute, the average cost of a data breach in Brazil reached R$ 7.19 million, up 6.5% from R$ 6.75 million the year before (Tecnoblog). A system that controls information must therefore protect data as much as it organizes it.
In this guide, you will see what this type of software is, how to choose between off-the-shelf, no-code and custom development, what happens at each step, which mistakes to avoid and when it makes sense to hire a software factory.
What is an information management software?
An information management software is a system that records, organizes, protects and distributes a company’s data, defines who can view or change each piece of information and keeps a history of changes. It replaces spreadsheets, emails and scattered files with a single database, with permissions, auditing and reports.
In practice, the term covers different solutions: information management systems, document management, ERP modules, management information systems and access control platforms. What they share is the information life cycle. A literature review that analyzed 50 models resulted in an eight-step guide: identify needs, collect, process and analyze, organize, store, distribute, use and evaluate (Dutra et al., Advances in Knowledge Representation, 2023). Good software covers the entire cycle, not just storage.
Should you use off-the-shelf software, no-code or custom development?
Custom development pays off when the process is a business differentiator and no existing product meets it without adaptations. For standardized processes, off-the-shelf software usually solves the problem faster; for simple internal workflows, no-code platforms are an alternative.
| Criterion | Off-the-shelf | No-code | Custom |
|---|---|---|---|
| Type of process | Standardized, common to the market | Simple internal workflows | Specific, a business differentiator |
| Integrations | Those the vendor offers | Limited to the platform | As needed |
| Permissions and auditing | Depends on the product | Depends on the platform | Designed for your case |
| Code ownership | The vendor | The platform | The client, per the contract |
| Time to first use | Fastest | Fast | Requires discovery and development |
If you choose custom development and your company has no team to lead it, a software factory takes over the full cycle, from discovery to evolution. You define the business goal and follow deliveries and indicators, without managing developers. To understand the concept in detail, read Software factory: what it is and why to hire one (in Portuguese).
How do you develop an information management software? The 7 steps
The seven steps are: define information and indicators, gather requirements, design the architecture and prototype, include security and LGPD, build and test in short cycles, migrate and deploy, and operate and evolve.
Step 1: Define which information to control, who owns it and how to measure success
The starting point is an inventory: which information the company needs to control, where it is today, who is responsible for each item and what its confidentiality level is. Then choose two or three success indicators, such as the time to find a piece of information, the reduction in rework or the number of improper accesses.
This inventory also shows the size of the current problem. According to Oracle (in Portuguese), spreadsheets used beyond their purpose bring risks such as data entry errors, exposure to improper access, limited traceability, conflicting versions of the same file and difficulty with compliance in regulated sectors. If several of these symptoms already appear in your operation, the inventory helps you prioritize. To decide what goes into the first version, see how to prioritize IT projects (in Portuguese).
Step 2: Gather functional, access and compliance requirements
Requirements gathering separates what the system does from what it protects. Besides day-to-day features, record from the start the access rules, the change history and the legal obligations. The table below works as a checklist.
| Requirement | What to ensure | Why it matters |
|---|---|---|
| Registration and validation | Required fields, formats and duplicate checks | Manual entry and outdated data are common sources of error |
| Profiles and permissions | Role-based access (view, add, edit, delete), with the minimum necessary | Uncontrolled copies and sharing favor improper access |
| Audit trail | A record of who changed what and when | Without traceability, the origin of the data is unknown |
| Versioning | History and a single official version | Prevents conflicting versions of the same file |
| Classification and search | Categories, metadata and confidentiality level | Basis for applying permissions and retention |
| Approval workflows | Who reviews and releases each piece of information | Replaces emails and parallel approvals |
| Integrations and API | Connection to ERP, CRM and internal systems | Integration with legacy systems tends to weigh more on the timeline than the number of screens |
| Reports and dashboards | Indicators defined in step 1 | Decisions based on data, not intuition |
| Backup, retention and disposal | Retention and deletion periods by type of information | Technical and administrative security measures (LGPD, art. 46) |
| LGPD | Legal basis, data minimization, data subject rights and processing records | Sanctions provided in art. 52 of the law |
| Performance and availability | Response time and uptime targets | A critical system cannot go down |
At NextAge, this gathering happens in discovery: we map goals, users, processes, integrations and risks before any code is written, and we deliver a clear scope, a prioritized backlog and an estimate of timeline and investment. Learn about NextAge’s structured discovery (in Portuguese).
Step 3: Design the architecture, data model and prototype
With the requirements defined, the team chooses the stack, decides between cloud and in-house infrastructure, designs the data model and prepares a clickable prototype. Validating the prototype with the people who will use the system is far cheaper than fixing a screen after it is built.
The technology choice should consider scalability, security and the ability to maintain the system over the long term. To support this decision, NextAge prepared a technology stack guide (in Portuguese).
Step 4: Build in security and LGPD from the design phase
Security designed at the start costs less than security patched in at the end. This means defining encryption, role-based access control, audit logs and retention rules during the design phase.
The numbers reinforce the priority. In Brazil, phishing was the initial vector in 18% of the breaches analyzed by IBM in 2025; third-party and supply chain compromise accounted for 15%, and exploitation of vulnerabilities for 13% (Tecnoblog). The third-party figure calls for care in choosing the vendor that will build and operate the system.
On the legal side, Brazil’s LGPD (Law 13,709/2018) (in Portuguese) provides, in art. 52, for a warning, a simple fine of up to 2% of the company’s revenue in Brazil in its last fiscal year (capped at R$ 50 million per infraction), a daily fine, public disclosure of the infraction, blocking and deletion of the data, and suspension of the data processing activity. Enforcement follows the regulations of the ANPD, Brazil’s data protection authority. This text is not legal advice: validate the obligations in your case with your legal team.
Step 5: Build in short cycles and test every delivery
Instead of delivering everything at the end, development in short cycles (sprints) releases parts of the system frequently, and you adjust course based on real use. Start with a lean first version that already replaces the most critical parallel control, and evolve from there.
Testing accompanies each cycle: functional, integration, regression and security tests, with written acceptance criteria. At NextAge’s software factory, deliveries go out every two weeks, with a demonstration, and each one goes through dedicated QA, automated testing and AI-assisted code review. For the full process, read how development works in a software factory (in Portuguese).
Step 6: Migrate data and deploy with training
Migrating spreadsheets and legacy systems usually takes more time than expected, which also notes that historical data tends to be inconsistent. For this reason, cleaning and validation should be planned in discovery: which data to bring, what condition it is in and how to check the result.
Deployment includes training, a contingency plan and, when possible, a gradual rollout by area. Integrating the new system with ERPs, gateways and internal systems, and migrating a legacy system without stopping operations, are areas a software factory covers, including legacy system modernization.
Step 7: Operate, monitor and evolve
A system in production needs monitoring, fixes and continuous improvement. Without them, it accumulates failures and vulnerabilities and loses alignment with the business. Define from the start who looks after the system after go-live. Afterward, a dedicated team handles fixes, improvements and evolution: this is the role of AMS support (in Portuguese) for critical systems that cannot go down. See also how much software maintenance costs and how to keep a system available, both in Portuguese.
When the volume of information is large, it is worth considering AI inside the system itself, in tasks such as classifying and extracting data from documents. NextAge develops AI agents and uses NextFlow AI in its development process.
Which mistakes most often delay or derail this type of project?
The most common mistakes are predictable, and each has a step where it can be avoided:
- Skipping discovery to save time. Poorly defined requirements generate rework (step 2).
- Wanting everything in the first version. An oversized scope delays delivery and reduces adoption (step 5).
- Treating security and LGPD as a final adjustment. Fixing them later costs more and exposes the company (step 4).
- Underestimating data migration. Spreadsheets and legacy systems tend to bring inconsistent data (step 6).
- Having no decision-maker available at demonstrations. Late feedback turns into rework (step 5).
- Treating delivery as the end. Without support, the system deteriorates (step 7).
The risk of misalignment is well known in large IT projects. A McKinsey study with the University of Oxford, covering more than 5,400 projects, found that those with budgets above US$ 15 million ran over budget by 45% on average and over schedule by 7%, and delivered 56% less value than predicted (McKinsey). The data is from 2012 and covers large-scale projects, but it illustrates the point: the risk lies as much in how the work is organized as in the technology.
How long does it take, and what does the cost depend on?
Timeline and cost depend on scope, integrations, data migration, access profiles and exception rules, more than on the number of screens. Integrations with legacy systems and data migration are what extend the timeline the most.
That is why discovery comes first: it produces a realistic estimate of timeline and investment before development, which reduces budget surprises. To understand investment ranges and contracting models, read how much it costs to hire a software factory in 2026 .
When does it make sense to hire a software factory?
It makes sense when the scope is clear enough to be planned and the company has no in-house team to lead development. At NextAge, a multidisciplinary team takes over the full cycle, with a project manager, architect, product owner, developers, DevOps, UX/UI and QA. Intellectual property, source code and documentation belong to the client, per the contract.
If demand is continuous or variable and you want to keep managing the work, outsourcing tends to fit better. The comparison is in software factory vs outsourcing. At the factory, there are three contracting models:
| Model | How it works | Ideal for |
|---|---|---|
| Fixed scope | Price and timeline defined for an approved scope | Projects with clear requirements |
| Dedicated squad | A team exclusive to your product, with a fixed monthly fee and SLA | Products in continuous evolution |
| Support and evolution | A team dedicated to maintaining and evolving systems in production | Critical systems that cannot go down |
An example of information at scale: an insurance company had in-person inspections with a waiting queue of up to 15 days. NextAge built a digital inspection platform where the policyholder sends photos and a computer vision system identifies damage, estimates costs and approves the cases that fall within the standard, backed by a historical base of 500,000 claims. According to the case study, the result was R$ 18 million in operating cost savings, 41% higher NPS and 23% better fraud detection.
Your next system starts with a conversation. Talk to a NextAge specialist and start with discovery.
Frequently asked questions
What is an information management software?
An information management software is a system that records, organizes, protects and distributes a company’s data, defines who can view or change each piece of information and keeps a history of changes. It replaces spreadsheets and scattered files with a single database, with permissions, auditing and reports.
What are the steps to develop an information management software?
There are seven: define the information to control and the success indicators; gather requirements; design the architecture, data model and prototype; include security and LGPD in the design; build in short cycles, with testing; migrate data and deploy; and operate and evolve the system after go-live.
Should you use off-the-shelf software, no-code or custom development?
It depends on how much the process is a differentiator. Off-the-shelf software serves standardized processes with fast deployment, and no-code suits simple internal workflows. Custom development pays off when no product meets the process without adaptations, when there are complex integrations and permissions, or when the company wants to own the code.
How do you ensure compliance with LGPD?
Include LGPD in the requirements from discovery: a legal basis for each piece of personal data, data minimization, role-based access control, a record of who accessed what, and retention and deletion periods. The law provides for a fine of up to 2% of revenue in Brazil, capped at R$ 50 million per infraction (Law 13,709/2018, art. 52,). Consult a lawyer for your case.
How long does it take and how much does it cost?
It depends on scope, integrations, data migration, access profiles and the contracting model, more than on the number of screens. That is why discovery comes first: it produces a scope, a prioritized backlog and an estimate of timeline and investment before development. Once the proposal is approved, the NextAge team usually starts immediately or within a few days.
Who owns the code that is developed?
At NextAge’s Software Factory, intellectual property, source code and documentation belong to the client, per the contract. With any vendor, confirm this clause and your access to the repository before signing. See what to check in a software factory contract .
Is it possible to migrate spreadsheets and legacy systems without stopping operations?
Yes, with planning. Migration usually takes more time than expected, so it goes into discovery: which data to bring, what quality it is in and how to validate it. A software factory also handles legacy system modernization without interrupting operations.
When does it make sense to hire a software factory?
When the scope is clear enough to be planned and the company has no in-house team to lead development. If demand is continuous or variable and you want to keep managing the work, outsourcing tends to fit better. See the comparison between software factory and outsourcing .
Where to start
The first step is simple: take inventory of the information your company needs to control, with its owner, storage location and confidentiality level. With that in hand, the discovery conversation becomes much more objective, and decisions about scope, security and timeline have a concrete basis.
If you want help turning that inventory into a system, talk to a NextAge specialist.
About NextAge: a software factory based in Curitiba, Brazil, founded in 2007, serving companies across Brazil and abroad with remote teams.
