CC105

Information
Management
CC105
Information
Management

Introduction to Information Management

Basic terms in Information Management
Key Components of Information Management
Information Life Cycle
CC105
Information
Management

Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management
Information Life Cycle
CC105
Information
Management
Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management

Information Life Cycle

CC105
Information
Management
Introduction to Information Management
Basic terms in Information Management
Goal
Element
Key Components of Information Management
Tools

Information Life Cycle

CC105
Information
Management
Introduction to Information Management
Basic terms in Information Management
Key Components of Information Management

Information Life Cycle

CC105
Information
Management
Introduction to Information Management
Basic terms in Information Management
Goal
Element
Key Components of Information Management
Tools

Information Life Cycle

CC105
Information
Management
Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management

Information Life Cycle

CC105
Information
Management

Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management
Information Life Cycle
5 Introduction to Information Management

What is
Information
Management?
Why is it
Important?
5 Introduction to Information Management

What is
Information?
• Organize form of data in known as
information

• 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.
5 Introduction to Information Management

What is
management?
• Management is an individual or a group of
individuals that accept responsibilities to run an
organization.
• Its function is to Plan, Organize, Direct and
Control all the essential activities of the
organization.
• This motivate others to do the work and co-
ordinate (i.e. bring together) all the work for
achieving the objectives of the organization.
5 Introduction to Information Management

What is
management? •
It brings together all Men and Women,
Money, Machines, Materials, Methods and
Markets.

• These resources for achieving the

objectives of the organization such as
maximum sales and profits, business
expansion, etc.
5 Introduction to Information Management

Brief history of IM
• By 1970s this was limited to files, file maintenance, and the
Life cycle management of paper-based files, other media
and records.

• With Information technology starting

1970s it includes data maintenance.

• By the late 1990s network managers, in

a sense, became information
managers.
5 Introduction to Information Management

What is IM?
Information management involves the collection, organization,
storage, retrieval, and dissemination of information within an
organization or system.
It encompasses a set of processes, strategies, and technologies
that aim to efficiently handle information throughout its
lifecycle.
The goal of information management is to ensure that
relevant and accurate information is available to the right
people at the right time.
5 Introduction to Information Management

Why is it 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;
5 Introduction to Information Management

1) Managing your information saves you money

2) Managing your information makes you money
3) Managing your information keeps you out of trouble
CC105
Information
Management

Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management
Information Life Cycle
CC105
Information
Management
Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management

Information Life Cycle

5
Basic terms in Information Management

DAT INFORMATION
A
5
Basic terms in Information Management

DATA VSINFORMATION

What is the difference

between Data and Information?
5
Basic terms in Information Management

What is the difference

between Data and Information

The terms “data” and

“information” are used
interchangeably. However,
there is a subtle difference
between the two.
5
Basic terms in Information Management

What is Data?
Data is a collection of raw, unorganized facts
and details like text, observations, figures,
symbols and descriptions of things etc. In other
words, data does not carry any specific purpose
and has no significance by itself. Moreover, data
is measured in terms of bits and bytes – which
are basic units of information in the context of
computer storage and processing.
5
Basic terms in Information Management

Data:
Aa, Bb, Cc, Dd, Ee, Ff, Gg, Hh, Ii, Jj …..

1,2,3,4,5,6,7,8,9,0
Juan
Dela Cruz
29 2C
BSIT
BsInfoTech
5
Basic terms in Information Management

What is Information?

Information is processed, organized

and structured data. It provides
context for data and enables
decision making. Or something that
people can learn, know about, or
understand.
5
Basic terms in Information Management

What is Information?

First Name: Juan

Last Name: Dela Cruz
Year Level: BsInfoTech
Block: 2C
Age: 29
5
Basic terms in Information Management

Database
A database is an organized collection of
structured information, or data, typically
stored electronically in a computer system. A
database is usually controlled by a
database management system (DBMS).
Together, the data and the DBMS, along
with the applications that are associated
with them, are referred to as a database
system, often shortened to just database.
CC105
Information
Management
Introduction to Information Management

Basic terms in Information Management

Key Components of Information Management

Information Life Cycle

CC105
Information
Management
Introduction to Information Management
Basic terms in Information Management
Goal
Element
Key Components of Information Management
Tools

Information Life Cycle

Key Components of Information Management

IM
PEOPLE

CONTENT TECHNOLOGY

CULTURE PROCCESS
Key Components of Information Management

PEOPLE

CONTENT TECHNOLOGY

IM

CULTURE PROCCESS
 Key Components of Information Management

NT
PEOPLE Focus on the people involved
in the process of information
systems

TECHNOLOGY
 Key Components of Information Management

CULTURE
CONTENT Refers to the process of
creating, collecting, editing,
and delivering any form of
information on any medium.
PROCCE

EO P
SS

P LE
 Key Components of Information Management

PRO
CCE
An organization's culture defines the proper
CULTURE
way to behave within the organization.
CO
NT
E NT

PEOPLE
 Key Components of Information Management

TEC
HN
L O

process is a series of steps

PROCCESS undertaken to achieve a
desired outcome or goal.
CULT UR E

NTE
 Key Components of Information Management

P LE
PEO a multi-disciplinary program
TECHNOLOGY that focuses on the integration
of engineering, computer
science, information
technology, and business
PR management for two purposes:
OC
CE
SS
LT
U
 Key Components of Information Management

Information Resource
 Key Components of Information Management

Goals of Information Management

• The goals of information management are centered around
ensuring that information is effectively collected, organized,
stored, and utilized to support the goals and objectives of an
organization
• Achieving these goals contributes to the overall success and
competitiveness of an organization by leveraging information as a
strategic asset.
• Effective information management is not only about the technology
used but also about aligning people, processes, and technology to
support the organization's objectives.
 Key Components of Information Management

Key Goals of Information Management

Accurate and Reliable Information

Ensure that information is accurate, reliable, and of high
quality. This involves validating data sources, implementing
data validation processes, and maintaining data integrity.

Timely Access
Enable timely access to information for decision-making and
operational processes. This goal emphasizes the importance
of retrieving relevant information when it is needed,
reducing delays and improving efficiency.
Key Components of Information Management

Key Goals of Information Management

Efficient Storage and Retrieval

Optimize the storage and retrieval of information to maximize efficiency. This
includes organizing data in a way that allows for quick and easy access, as
well as implementing efficient storage solutions.

Data Security and Privacy

Implement measures to secure sensitive information, protect against
unauthorized access, and ensure compliance with privacy regulations. This is
crucial for maintaining the confidentiality and integrity of information.
Key Components of Information Management

Key Goals of Information Management

Collaboration and Communication

Facilitate effective collaboration and communication within the
organization by providing mechanisms for sharing and disseminating
information. This helps improve teamwork and ensures that relevant
information reaches the right individuals.

Strategic Decision Support

Provide support for strategic decision-making by offering insights
derived from data analysis. This involves leveraging information to
identify trends, opportunities, and potential risks that can inform
organizational strategies.
Key Components of Information Management

Key Goals of Information Management

Compliance and Governance
Establish and enforce policies, procedures, and standards to ensure compliance
with regulatory requirements and industry standards. Information management
should align with legal and ethical considerations.
Knowledge Management
Capture, organize, and share organizational knowledge to enhance overall
productivity and innovation.
This involves creating a knowledge-sharing culture and utilizing tools that
facilitate knowledge dissemination.
Cost-Effective Information Systems
Ensure that information management systems are cost-effective and aligned with the
organization's budgetary constraints. This includes evaluating and optimizing the use of technology
and resources.
Key Components of Information Management

Key Goals of Information Management

Adaptability and Scalability

Design information management systems that can adapt to changing
organizational needs and scale to accommodate growing data volumes. This
goal is essential for future-proofing information management solutions.

Continuous Improvement
Foster a culture of continuous improvement by regularly assessing and refining
information management processes. This involves staying current with
technological advancements and industry best practices.
Key Components of Information Management

Challenges of Information Management

Data Quality
Maintaining the accuracy, consistency, and completeness of data is a persistent challenge. Poor
data quality can lead to erroneous decision-making and hinder the effectiveness of information
management systems.

Data Security and Privacy

Protecting sensitive information from unauthorized access, cyber threats, and ensuring
compliance with data privacy regulations are significant challenges. The increasing frequency and
sophistication of cyber-attacks pose ongoing risks.

Information Overload
With the exponential growth of data, organizations may face challenges in managing and
making sense of vast amounts of information. Information overload can lead to difficulties in
identifying relevant data and extracting meaningful insights.
Key Components of Information Management

Challenges of Information Management

Integration of Systems
Many organizations use multiple systems and platforms for different functions,
leading to challenges in integrating these systems to enable seamless data flow
and avoid data silos..
Technology Obsolescence
Rapid advancements in technology can render existing information management
systems outdated. Organizations must invest in keeping their technology
infrastructure up-to-date to remain competitive.
User Adoption and Training
Employees may resist adopting new information management systems or lack the necessary skills
to use them effectively. Adequate training and change management strategies are essential for
successful implementation.
Key Components of Information Management

Challenges of Information Management

Data Governance and Compliance
Establishing and enforcing effective data governance policies and ensuring compliance with
regulatory requirements can be complex. Failure to comply with regulations can result in legal and
financial consequences.

Interoperability
Ensuring that different systems and applications can work together seamlessly is crucial.
Interoperability challenges can arise when integrating legacy systems with newer technologies
or when different systems use incompatible standards.

Cultural and Organizational Change

Shifting to a culture that values information management and embraces data-driven decision-
making may require significant organizational change. Resistance to change and lack of cultural
alignment can impede progress.
Key Components of Information Management

Challenges of Information Management

Scalability and Performance
As data volumes grow, information management systems must be able to scale
effectively to handle increased loads without sacrificing performance. Scalability
challenges can arise in both storage and processing capabilities.

Cost Management
Implementing and maintaining robust information management systems can incur
substantial costs. Organizations need to balance the benefits of information
management against the associated costs and ensure a good return on investment.

Knowledge Retention and Transfer

Organizations face challenges in capturing and retaining institutional knowledge, particularly when
experienced employees leave. Effective knowledge transfer mechanisms are crucial for continuity
and avoiding the loss of critical information.
Key Components of Information Management

Tools of Information Management

 Key Components of Information Management

Tools of Information Management

Database Management
Systems (DBMS):

Examples: MySQL, Microsoft SQL Server, Oracle Database.

Purpose: Storing, organizing, and managing structured

data in databases.
 Key Components of Information Management

Tools of Information Management

Document Management
Systems (DMS):

Examples: SharePoint, Documentum, Alfresco.

Purpose: Managing, versioning, and organizing
digital documents and files.
 Key Components of Information Management

Tools of Information Management

Examples: WordPress, Drupal, Joomla.

Purpose: Managing and publishing digital content, including
articles, images, and multimedia.

Content Management
Systems (CMS):
 Key Components of Information Management

Tools of Information Management

Examples: Amazon Redshift, Google BigQuery, Snowflake.

Purpose: Storing and analyzing large volumes of data for
business intelligence and analytics.

Data Warehousing Tools:

Key Components of Information Management

Tools of Information Management

Examples: Elasticsearch, Apache Solr.
Search and Retrieval Tools: Purpose: Enabling quick and efficient search and retrieval
of information from large datasets.

Examples: Tableau, Power BI, QlikView.

Business Intelligence (BI) Tools: Purpose: Analyzing and visualizing data to support
decision-making processes.

Examples: Firewalls, antivirus software, encryption tools.

Information Security Tools: Purpose: Protecting information from unauthorized access,
ensuring data integrity and confidentiality.

Examples: Microsoft Teams, Slack, Asana.

Collaboration Tools: Purpose: Facilitating communication, collaboration, and project
management among team members.
CC105
Information
Management
Introduction to Information Management
Basic terms in Information Management
Goal
Element
Key Components of Information Management
Tools

Information Life Cycle

CC105
Information
Management
Introduction to Information Management
Basic terms in Information Management
Key Components of Information Management

Information Life Cycle

 Information Life Cycle

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 Life Cycle

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 Life Cycle

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 Life Cycle

Components of Information Lifecycle

Data Collection: Gathering relevant data from various sources, both internal and
external to the organization

Data Organization: Structuring and categorizing data in a way that

facilitates easy retrieval and analysis. This often involves the use of
databases, file systems, or other organizational structures

Data Storage: Storing data securely and efficiently, considering factors

like accessibility, security, and scalability. This can involve physical
storage (e.g., servers) or cloud-based solutions
 Information Life Cycle

Components of Information Lifecycle

Data Retrieval: Ensuring quick and accurate access to information

when needed. This may involve the use of search mechanisms,
retrieval systems, or databases.
Data Dissemination: Distributing information to the relevant
stakeholders in a timely and appropriate manner. This could include
reports, dashboards, or other communication channels.
 Information Life Cycle

Components of Information Lifecycle

Data Security: Implementing measures to protect information from unauthorized
access, alteration, or destruction. This includes encryption, access controls, and
other security protocols.

Data Governance: Establishing policies, procedures, and standards for managing

and using information. This helps ensure data quality, compliance, and adherence
to regulatory requirements.

Information Lifecycle Management (ILM): Managing information from its creation

or acquisition through its usage, storage, and eventual disposal. This involves
determining the appropriate retention and destruction policies.
 Information Life Cycle

Components of Information Lifecycle

Information Lifecycle Management (ILM): Managing information

from its creation or acquisition through its usage, storage, and
eventual disposal. This involves determining the appropriate
retention and destruction policies.
Information Life Cycle

Stages of Information Lifecycle

Information Life Cycle

Information Management Lifecycle Process