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
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:

Data can be categorized as either structured or unstructured data

Structured
Data Bases
Spread Sheets
Unstructured E-Mail Attachments PDFs
Forms
Images X-Rays
Check Unstructured (80%)
Audio
Movies Manuals Instant Messages

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 Transformation Information

Process

Data

Summarizing the data

Averaging the data
Selecting part of the data
Graphing the data
Adding context
Adding value

Information
 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.
 What is Information Management

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.
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).

corpus (kr p s)
A large collection of writings of a specific kind or on a specific subject.
 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 world

Example: Social networking sites, e-mails, video and photo sharing
website, online shopping, search engines etc

Information management is a big challenge

Organization 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 :

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.

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 organizations information assets While previous goals

come from activity (process), this goal statement invites to think about
organizations 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.
Databases
Companies usually maintain a number of databases on several
different hardware and software platforms.
Email
Most employees communicate with email and much of an
enterprises 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:

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

Classify Implement Organize

Integrated
data / policies with storage resources
management
applications information to
of storage
based on management align with data
environment
organizations tools classes
rules

FLEXIBLE
 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
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.

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+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