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Information Management Powerpoint
Information Management Powerpoint
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
Video
Driven by user demand
Facilitated by 01010101010
Increase in data processing capabilities Photo 10101011010
Lower cost and increased speed of storage 00010101011
Affordable and faster Network 01010101010
Book
10101010101
01010101010
Who creates data?
• Individuals Letter Digital Data
• Businesses
Categories of Data:
Images
Documents
Over 80% of Information
Forms
is unstructured Web Pages
Contracts
Rich Media
Invoices
Audio Video
Structured (20%)
Transformation of data into Information Using
a data process
Data
Information
What is 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 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.
What is Information Management
cor·pus (kôr p s)
A large collection of writings of a specific kind or on a specific subject.
Why Information Storage ?
Process
Culture Content
People
IM Technology
Information Resources:
Data Records
IR
Text Multimedia
Goals of IM:
1) Supply work, business and consumption processes with information — This is
the basic goal: work cannot be done without required information.
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:
In order to frame an effective information management policy, businesses need to consider the following key
challenges:
• 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:
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:
“
with the following
Requirements'
comment on its
Determination relationship to
information
management: 'At each
The Commission on Federal Paperwork set out a very basic life cycle,
of thesewhich
stages,
identified the following five stages information values
Disposition Collecting must be estimated and
measured, costed and
accounted for, just as
Government now does
for any other resource'
(Commission on
Federal Paperwork
1977: 43)
Use Processing ”
Information Management lifecycle process:
AUTOMATED
FLEXIBLE
Tools of Information Management:
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
Information policy: Policy and Strategies:
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
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.
• 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+managementRetrieve on 16-11-2012
• http://en.wikipedia.org/wiki/Information_managementRetrieve on 16-11-2012
• http://informationr.net/tdw/publ/papers/encyclopedia_entry.htmlRetrieve 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