Information management

Information Management

Presented to: Dr. Haroon Idrees

Presented by: Muhammad Tufail Khan Aneela Zahid

Theoretical Foundation of Information Science

MPhil in Library & Information Science

CONTENTS :

What is Data? Transformation of Data into Information using a Data Process What is Information? What is Management? What is Information Management? The Origins of Information Management Why is Information Management important?

Managing your information saves you money Managing your information makes you money Managing your information keeps you out of trouble

Goals of Information Management Information Management Strategies

CONTENTS CONT…

The Elements of Information Management The information life cycle Information Resources The Tools of Information Management Access, privacy and security information and the law Education for Information Management Conclusion Reference

Questions and Answers

WHAT IS DATA?

Information in raw or unorganized form(such as alphabets, numbers, or symbols) that refer to, or represent, conditions , ideas, or objects. Data is limitless and present everywhere in the universe.Most data is being converted into a digital format

Driven by user demand Facilitated by

Increase in data processing capabilities Lower cost and increased speed of storage Affordable and faster Network

Who creates data? Individuals Businesses

010101010101010101101000010101011

01010101010

10101010101

01010101010

Video

Photo

Book

Letter Digital Data

CATEGORIES OF DATA:Data can be categorized as either structured or unstructured data

Structured Data Bases Spread Sheets

Unstructured Forms Images Audio Movies

Over 80% of Information

is unstructured Contracts

Images

Manuals

X-Rays

Instant Messages

Forms

E-Mail Attachments

Check

Documents

PDFs

Web Pages

Audio Video

Invoices

Rich Media

Structured (20%)

Unstructured (80%)

TRANSFORMATION OF DATA INTO INFORMATION USING A DATA PROCESS

Data Transformation Process

Information

Data

Information

Summarizing the data

Averaging the data

Selecting part of the data

Graphing the data

Adding context

Adding value

WHAT IS INFORMATION ?

Organize form of data in known as information

Definitions: data that have been processed so that they are

meaningful; data that have been processed for a purpose; data that have been interpreted and understood by the

recipient.

WHAT IS MANAGEMENT ?According to Theo Heimann, management has three different meanings, Management as a Noun : refers to a Group of Managers. Management as a Process : refers to the Functions of Management i.e.

Planning, Organizing, Directing, Controlling, etc. Management as a Discipline : refers to the Subject of Management.

Management is an individual or a group of individuals that accept responsibilities to run an organisation. They Plan, Organize, Direct and Control all the essential activities of the organization. Management does not do the work themselves. They motivate others to do the work and co-ordinate (i.e. bring together) all the work for achieving the objectives of the organization.

Management brings together all Six Ms i.e. Men and Women, Money, Machines, Materials, Methods and Markets. They use these resources for achieving the objectives of the organization such as maximum sales and profits, business expansion, etc.

A BRIEF HISTORY OF IM:

Throughout the 1970s this was largely limited to files, file maintenance, and the Life cycle management of paper-based files, other media and records.

With the proliferation of information technology starting in the 1970s, the job of information management took on a new light, and also began to include the field of data maintenance. No longer was information management a simple job that could be performed by almost anyone. An understanding of the technology involved, and the theory behind it became necessary.

As information storage shifted to electronic means, this became more and more difficult. By the late 1990s when information was regularly disseminated across computer networks and by other electronic means, network managers, in a sense, became information managers. Those individuals found themselves tasked with increasingly complex tasks, hardware and software. With the latest tools available, information management has become a powerful resource and a large expense for many organizations.

Application of Management techniques to collect information, communicate it within and outside the organization, and process it to enable managers to make quicker and better decisions.

According to Wikipedia, Information management (IM) is the collection and management of information from one or more sources and the distribution of that information to one or more audiences. This sometimes involves those who have a stake in, or a right to that information. Management means the organization of and control over the structure, processing and delivery of information.

WHAT IS INFORMATION MANAGEMENT

Management of information resources. Design of information technology components. Analysis of information processing procedures. Deriving knowledge from the information corpus.

In business or management studies it has similar connotations to technology management, with an

emphasis on the relationship of information technology to business performance and competitiveness (Synott

1987).

cor·pus   (kôr p s) A large collection of writings of a specific kind or on a specific subject.

INFORMATION MANAGEMENT

WHY INFORMATION STORAGE ?

“Digital universe – The Information Explosion” 21st Century is information era Information is being created at ever increasing rate Information has become critical for success

We live in an on-command, on-demand worldExample: Social networking sites, e-mails, video and

photo sharing website, online shopping, search engines etc

Information management is a big challengeOrganization seek to Store Protect Optimize

WHY IS IM IMPORTANT:

Managing information is important to an organization because it allows for increased knowledge, decreased inefficiency, and better creation and implementation of action plans to address areas of opportunity. Without successful management of information, it is almost guaranteed that an organization will fail. Reasons are describe in three categories;

1) Managing your information saves you money

2) Managing your information makes you money

3) Managing your information keeps you out of trouble

5 KEY COMPONENTS OF IM :

IM

People

CultureProcess

ContentTechnolo

gy

INFORMATION RESOURCES:Data

Records

Text

Multimedia

IR

GOALS OF IM:

1) Supply work, business and consumption processes with information — This is the basic goal: work cannot be done without required information.

2) Improve and speed up business, work and consumption processes through information use and efficient information processing — Information is not only one of the inputs to the work process. By improving information supply and its processing, the whole process usually can be made more efficient.

3) Create and maintain competitive advantage through new, IT-based work and business processes — Often, information technologies allow reorganization of work in completely new ways, and creation of totally new businesses.

GOALS OF IM CONTINUE:

4) Efficient use of organization’s information assets — While previous goals come from activity (process), this goal statement invites to think about organization’s information not as some side-product of activity, but as the central resource. Information, not activity may be the „real thing”.

5) Reduce unnecessary complexity of information processing systems; protect against information overload.

KEY CHALLENGES IN INFORMATION MANAGEMENT:

In order to frame an effective information management policy, businesses need to consider the following key challenges:

■■ Exploding digital universe:The rate of information growth is increasing exponentially. Duplication of data to ensure high availability and repurposing has also contributed to the increase of information growth.

■■ Increasing dependency on information: The strategic use of information plays an important role in determining the success of a business and provides competitive advantages in the marketplace.

■■ Changing value of information:Information that is valuable today may become less important tomorrow. The value of information often changes

over time

TODAY INFORMATION CORPUS: Files

Most sizeable companies have huge stores of electronic files scattered throughout the enterprise (a legacy of desktop networking). Letters, memos, reports, spreadsheets, database files, presentations, etc.

DatabasesCompanies usually maintain a number of databases on several different hardware and software platforms.

EmailMost employees communicate with email and much of an enterprise’s internal and external business communication is done via email (and attachments).

Instant Messaging (IM)This is becoming the way employees talk to one another in real-time.

TODAY INFORMATION CORPUS (CONT….):

Electronic Publishing

Most companies produce printed material such as catalogs, brochures, flyers, contact sheets, product specification sheets, newsletters, business reports, etc. Also, an increasing amount of information exists only in electronic format (e.g. Web pages, PDF documents, Intranets).

ELEMENTS OF INFORMATION MANAGEMENT

First:

Its origins in a variety of fields that have had to do, traditionally, with the acquisition, organization, maintenance and use of documents: archives and records management, and librarianship and information science (especially in special librarianship and information work).

Second:

The development of information technology, and its growing application to all aspects of information management has been a strong formative influence. The costs of computer-based systems draw direct attention to the issues of the value of information and cost-benefit relationships in the development of information systems and services.

ELEMENTS OF IM (CONT…)

Finally:

The wide application of information ideas, developed in the business schools, widely accepted in business, and given prominence in the business press and in the media generally, and applied increasingly in public-sector organizations, has resulted in the acceptance of such concepts as strategic planning, cost-benefit analysis, resource management and marketing.

INFORMATION REQUIREMENTS:

All aspects of information management must be grounded in a consideration of the information requirements (or information needs) of customers or clients of the information systems and services. The study of information needs has occupied information science for almost fifty years, but other disciplines, notably computer science, have also had an interest (Wilson 1994).

INFORMATION LIFECYCLE:

The information lifecycle is the “change in the value of information” over time. When data is first created, it often has the highest value and is used frequently. As data ages, it is accessed less frequently and is of less value to the organization. Understanding the information lifecycle helps to deploy appropriate storage infrastructure, according to the changing value of information.

INFORMATION LIFECYCLE (CONT..):

The idea of an information life cycle is derived from records management, where the idea of document life cycle is central to the overall process. That cycle is set out by Goodman (1994):

The life cycle of records includes the following steps (sometimes referred to as 'document control'): design and creation of records; identification; authorization; verification, validation, auditing; circulation, access, loan, use; back-up procedures and disaster recovery plans; retention schedules and destruction.

STAGES OF INFORMATION LIFECYCLE:The Commission on Federal Paperwork set out a very basic life cycle, which identified the following five stages

Requirements'

Determination

Collecting

ProcessingUse

Disposition

“with the following comment on its relationship to

information management: 'At

each of these stages,

information values must be estimated

and measured, costed and

accounted for, just as Government

now does for any other resource' (Commission on

Federal Paperwork 1977: 43)

”

INFORMATION MANAGEMENT LIFECYCLE PROCESS:

AUTOMATED

FLEXIBLE

Classifydata /

applications based on organizatio

n’s rules

Implement policies

with informatio

n management tools

Integrated

management

of storage

environment

Organizestorage

resources to

align with data

classes

TOOLS OF INFORMATION MANAGEMENT:

Some of the tools of information management are those derived from the fields that have contributed to its development; for example, classification and information retrieval from librarianship and information science; database design and development from computer science; the document life cycle from records management; communication audits from organizational psychology; and cost-benefit analysis and value assessment from business management.

TOOLS OF INFORMATION MANAGEMENT (CONT..):

Information Audit:

The idea of the information audit is derived from financial audits in accounting, which, as Ellis et al. (1993) note, are generally 'compliance' audits, undertaken to ensure that the organization is adhering to proper fiscal and legal standards in its financial management. Information audits take more the character of 'advisory' audits, which are 'more concerned with informing users of existing systems and practices and with assessing the appropriateness of existing systems, standards and practices to the organization's goal or objectives'.

TOOLS OF INFORMATION MANAGEMENT (CONT..):

Information Mapping:

A method of bringing together current learning research and instructional technology into a comprehensive materials development and presentation technology to improve technical communication. A system of principles and procedures for identifying categorizing interrelating and sequencing, and presenting graphically information required for learning and reference.

More specifically, Information Mapping is a method for written communication as it is currently presented in textbooks, programmed-instruction books, technical manuals, and various kinds of paper documents for complex projects. Information Mapping improves current methods for doing the learning and reference work itself, preparing learning/reference materials, and maintaining/updating such learning/reference materials.

TOOLS OF INFORMATION MANAGEMENT (CONT..):

Communication audit:

The communication audit predates information management as a tool for the investigation of communication in the field of organization theory.

The role of communications audits was explored by Booth (1986, 1988) and, more recently, by Potter (1990), who categorized communication audits as being used to measure the effectiveness of introducing IT in an organization, interpersonal communications, communication between management and employees, the effectiveness of organizational communications, or public relations activity.

Clearly, given the increasing interest in various aspects of quality management and quality assurance, the communications audit has a significant role to play in ensuring that communication between information services and their customers is fully effective.

INFORMATION POLICY AND STRATEGIES:Information policy:Information policy may be determined for any level of organization, from the international community to the individual organization. Information policy has become a subject for debate at the international level in Europe as a result of the attempts by the European Commission to aid the development of the European

information industry.

Information policies relate to:

(i)data

(ii)information processing equipment and software

(iii)information systems and services and

(iv)staff roles and responsibilities.

Formal development of information policies recognizes information as a strategic organizational resource' (Lytle 1988). Thus an aim of policy may be to provide access to the organization's data resources for all executive and managerial level personnel directly to the workstation. Another aim may be to provide customized searching of external, online information, resources for planning and marketing personnel.

INFORMATION POLICY AND STRATEGIES:

Information Strategy:Information strategy deals with how these policy aims are to be accomplished.

An information policy may have a number of different dimensions and each dimension may have a variety of alternative strategies for its realization. Consequently, the strategic planning necessary to define policy and relate strategies to the financial, personnel and other resources of the organization is no trivial task.

BENEFITS OF INFORMATION MANAGEMENT :

Improved utilization Simplified management Simplified backup and recovery Maintaining compliance Lower Total Cost of Ownership

CHECK YOUR KNOWLEDGE:

Who creates data What are the two categories of data Source of information How many tools of information management What are the benefits of ILM

CONCLUSION:

Studying Information Management trough different angles, finally it is concluded that in this modern era of information explosion Information Management is necessary. User of the modern world need more and more information within no time, which is able only if Information are managed.

Information Management is the only way to provide Right information To the right person At the right time

REFERENCE: Somasundaram, G & Alok Shrivastava. (2009). Information storage

and management: Storing, Managing, and Protecting Digital Information. Indiana : Wiley Publishing, Inc.

http://kalyan-city.blogspot.com/2011/04/what-is-management-definitions-meaning.html . Retrieve on 16-11-2012.

http://dictionary.reference.com/browse/information+management Retrieve on 16-11-2012

http://en.wikipedia.org/wiki/Information_management Retrieve on 16-11-2012

http://informationr.net/tdw/publ/papers/encyclopedia_entry.html Retrieve on 16-11-2012

Caudle, S.L. (1988) 'IRM: a look backward and forward at the federal level', Information Management Review 3(4), 9-25.

Lytle, R.H. (1988) 'Information resource management: a five-year perspective', Information Management Review 3(3), 9-16.

http://www.tlu.ee/~priitp/IM_31/IM_31_Synopsis.htm

QUESTION ANSWER SESSION:

Q & A time