COURSE TITLE: IT FUNDAMENTALS

PAPER CODE: CIT 4102

LECTURER: MASESE CHUMA-BBIT, MATILDA SANGA-BSIT

TOPIC: INFORMATION MANAGEMENT

CHAPTER: ONE

CLASS: BTIT Y1S2/ BSIT Y1S2

INFORMATION MANAGEMENT
Information management is the process of collecting, storing, and organizing data in a way that
allows for efficient retrieval and use. Its purpose is to ensure that the right information is available
to the right people at the right time, in order to facilitate decision-making and support the efficient
operation of an organization.
Information management is the key to success for any organization. It can help organizations
achieve their goals by efficiently managing information lifecycle. It also helps them avoid security
breaches and data loss which could lead to financial loss or other consequences.
We live in a highly competitive business environment where the efficient use of knowledge
management and information may be one of the most important aspects of an organization’s
success. In a nutshell, information is the “organizational currency” for decision-making.

Information management best practices are a key component of any organization’s success. This
includes ensuring that the right people have access to the right data at the right time. It also includes
making sure that data is not lost, exposed to unauthorized users, or information silos are managed
properly. IM can be challenging for organizations with high volumes of data and for those that are
constantly changing their business models or operations.

What is information management and why is it important?

By definition, Information management is the process of managing the complete lifecycle of

information, from its identification and collection to its disposal through archiving or deletion. it
encompasses all physical and electronic data collected by a business from its customers,
employees, and vendors.

The major functions of IM include records management, document imaging, knowledge

management, and data mining.

The role of information management is to assist employees with organizational roles or functions
to make quicker and better-informed decisions to deliver information to the right people at the
right time and place.

Data and information require a wide range of activities such as document management, records
management, enterprise content management, data management, enterprise search, business
process management, digital asset management, and collaboration.

Management of information is the process of acquiring, organizing, and using information. Data
management is the process of acquiring, storing, and using data.

Data, records, infrastructure, information management systems, business processes, and most
significantly PEOPLE are all part of the business information lifecycle.

What Are The 5 Key Areas of Information Management?

The five key areas of information management are information collection, storage, distribution,
archiving, and destruction. Each of these key areas plays a vital role in the effective management
of information throughout its lifecycle and ensures that an organization’s information is collected,
stored, and shared in a way that supports its operations and decision-making.
1- Collection
At this stage, we must examine how the business collects information, whether it is created
internally or externally, electronically or as paper documents, verbally, written, audio, or video.
At this point, it is crucial to collect just the necessary information in order to save storage costs,
prevent analyzing data that is unnecessary to business governance, and guarantee that the
information obtained is of good quality.
2- Storage
We must determine where the information collected in the previous phase will be stored. Paper
documents should be stored and arranged in physical cabinets with fire-resistance measures in
place. Electronic information, on the other hand, might be kept in databases, document
management systems, information systems, and so on.
We must also identify and configure user access, version and change control, backups, and audit
trails.
3- Distribution
This step entails deciding how different types of information should be distributed, in what format,
to whom, how frequently, and through what media, among other things.
Information is only valuable when it is presented to the appropriate person in order for the proper
action to be taken. This is a critical phase since it helps the overall success of your program.
4- Archiving
Archiving is the process of securely storing inactive information in any format (both digital and
paper) that you no longer use regularly for long-term retention. Such information is still important
to organizations and must be retained for future reference or regulatory compliance.
You need to clearly state where the information is going to be archived and for how long.
5- Destruction
According to various rules and regulations, such as GDPR, HIPPA, and others, information should
not be maintained or preserved for longer than necessary, necessitating the necessity of a
destruction process for information that has outlived its usefulness.
This step is critical because it eliminates fines and penalties for noncompliance with various laws
and regulations while also lowering storage costs.
What is the purpose of information management?

Today’s business world is rife with fearless competitors. One of the most significant differences
between a successful and a failed business is that the latter is better at comprehending and taking
advantage of information.
The purpose of information management is to support the efficient operation of an organization by
ensuring that the right information is available to the right people at the right time. This can
facilitate decision-making, streamline processes, and support the achievement of strategic goals.
Information management can be a complex process with many stakeholders involved from
different departments. It’s important to ensure that there is an accurate understanding of what
information needs to be managed and how it will be used by all stakeholders involved in order to
avoid confusion and conflict among them.
By linking individuals, processes, and technology, effective companies will unlock the full value
of their information. When information is handled effectively and only high-quality information
is kept, organizations may turn it into knowledge to get additional insights into their business and
redirect their operations to more profitable activities.

The ability to manage information for big complex organizations requires an understanding of
critical metrics for all elements of management, including business strategy planning,
tactics, content management strategy, and day-to-day operations.

What Challenges are Involved in Information Management?

There are major challenges that managing information faces inside businesses, including
digitization and automation, security, information silos, integration with legacy applications, poor
information quality, decreased user acceptance of technology, and legacy application
replacement.

One of the most important challenge is the ability to secure information via enterprise wide policy.
Information Management vs Knowledge Management

IM is the task of collecting, organizing, and storing information. Knowledge management is the
process of managing knowledge assets. Managing information deals with information that is
already created while knowledge management deals with knowledge that needs to be created.

IM is more about collecting and storing information while KM is more about generating and
distributing knowledge.

The main goal of IM is to make sure that all the relevant data are stored in a structured way so they
can be accessed when needed and used for decision-making purposes. The goal of Knowledge
Management is to provide employees with the right level of skills so they can make better decisions
in their day-to-day jobs.

The Future of IM

The future of managing information is promising, but it is not without challenges.

New data sources are being developed as technology advances. Data can be obtained from almost
any piece of hardware that is connected to the internet using the Internet of Things (IoT).
Artificial intelligence also is playing a very important role in capturing information and classifying
them without any human intervention.
Information assets are extremely valuable for companies, and they must learn how to efficiently
handle them.

Write a short note about management information system (MIS).

DEFINITION:
Management information system is a system consisting of people, machines, procedures, databases
and data models, as its elements. The system gathers data from the internal and external sources
of an organization.
MEANING:
Management information system is an acronym of three words, viz., Management, information,
system .in order to fully understand the term MIS, let us try to understand these three words.
Management:
Management is the art of getting things done through and with the people in formally organized
groups.
Managerial function:
- Planning
- Organising
- Staffing
- Directing and
- Controlling
Information:
Information is data that is processed and is presented in a form which assists decision-making. it
may contain an element of surprise, reduce uncertainty or provoke a manager to initiate an action.
Data usually take the form of historical records. In contrast to information, raw data may not be
able to surprise us, may not be organized and may not add anything to our knowledge.
DATA-------------→PROCESSING-----→INFORMATION
System:
The term system is the most loosely held term in management literature because of its use in
different contexts. However, a system may be defined as a set of elements which are joined
together to achieve a common objective. The elements are interrelated and interdependent.
The set of elements for a system may be understood us input, process and output. A system has
one are multiple inputs; these inputs are processed through a transformation process to convert this
input into outputs. The three elements of a system are
INPUT------PROCESS--------output
Discuss about information system resources.
In information system includes four major resources, hardware, software, people and data. Let’s
briefly discuss some basic concepts and examples of how these resources contributes to the
information processing activities of information system.
Hardware---- it includes all physical devices
Software-----it includes all set of information processing instructions.
People -------people are required for the operation of all information systems. These people
resources include specialists and end users.
Discuss about need for in information system.
- Meeting global challenges
- Capturing opportunities in marketplace
- Supporting corporate strategy
- Linking departments whose functions are different
- Enhancing worker productivity
- Increase in quality of goods and services

Data Management

Why does data management matter?

• No enterprise can be effective without high quality data that is accessible when
needed.

• Data that’s incomplete or out of context cannot be trusted.

• Organizations with at least 1,000 knowledge workers lose ~ $5.7 million annually
in time wasted by employees reformatting data as they move among applications.

What is the goal of data management?

• To provide the infrastructure and tools to transform raw data into usable
information of the highest quality.

Why is data management difficult and expensive?

• Volume of data is increasing exponentially.

• Data is scattered throughout the organization.

• Data is created and used offline without going through quality control checks.

• Data may be redundant and out-of-date, creating a huge maintenance problem.

Current key issues

 1-Master data management (MDM):

Processes to integrate data from various sources and enterprise apps to create a unified
view of the data.

2-Document management system (DMS):

Hardware and software to manage, archive, and purge files and other electronic
documents (e-documents).

3-Green computing:

Efforts to conserve natural resources and reduce effects of computer usage on the
environment.

Data management is a structured approach for capturing, storing, processing, integrating,

distributing, securing, and archiving data effectively throughout their life cycle.

Figure 3.2 Data life cycle

Data from various sources are extracted, transformed, & loaded (ETL) into a data
warehouse; then used to support functions and apps throughout the enterprise
Figure 3.4. Model of an Enterprise Data Warehouse

1.1 File Management Systems Computer systems organize data into a hierarchy:
bits, bytes, fields, records, files, and databases

Figure 3.6 Hierarchy of data for a computer-based file.

Limitations of the File Environment

▪ When organizations began using computers, they started with one application at a time,
usually accounting, billing, and payroll. Each app was designed to be a stand-alone system,
which led to data problems.

▪ Data problems with a file environment:

• data redundancy
 • data inconsistency

• data isolation

• data security

• Stand-alone systems result in data redundancy, inconsistency, and isolation.

• Database management systems helped solve the data problems of file-based

systems.

1.2 Database Management Systems (DMBS)

▪ Numerous data sources
o clickstream data from Web and e-commerce applications
o detailed data from POS terminals
o filtered data from CRM, supply chain, and enterprise resource planning
applications
▪ DBMS permits an organization to centralize data, manage them efficiently, and give
application programs access to the stored data.

2 types of databases:

a) Centralized database
b) Distributed database with complete or partial copies of the central database in more than
one location

Functions of a Database Management System (DBMS)

• Data filtering and profiling: Inspecting the data for errors, inconsistencies, redundancies,
and incomplete information.
• Data quality: Correcting, standardizing, and verifying the integrity of the data.
• Data synchronization: Integrating, matching, or linking data from disparate sources.
• Data enrichment: Enhancing data using information from internal and external data
sources.
• Data maintenance: Checking and controlling data integrity over time.
 INFORMATION STORAGE AND RETRIEVAL
Introduction
- “It is through the technology that science interfaces the library. The information revolution
implied in this technology is very real and highly pertinent to all forms of librarianship.
Libraries as institutions, like human beings, operate in a sea of information, selecting,
organizing and storing items on same presumably rational basis. New insights to this context
are being gained through the inchoate sociological models of information processing systems”.
-Robert S. Taylor
- Information retrieval is the process of recovering specific piece of information from stored
data. The term information storage and retrieval indicate the system used for organizing
knowledge for subject retrieval.
- Information storage and retrieval is definitely not a new concept. It is an integral part of the
communication process of direct result of the desire of human beings’ human beings to
communicate with one another. Information has been recorded throughout the ages, and
techniques and methods for storing and retrieving it have long been available. But the phrase
‘information retrieval’ as we understand today is, of recent origin, being coined by Calvin
Moore’s in 1950 in connection with bibliographical control of macro and micro documents.
- The term ‘Information Retrieval’ is interpreted by Moore’s to mean searching and retrieval of
information from storage according to specification by subject”. The process of locating and
selecting data, relevant to a given requirement. Information retrieval is essentially concerned
with the structure and operation of devices to select documentary information in response to
search questions.
- Both traditional and new methods are employed to retrieve information. But, in face of the
information explosion and proliferation of subjects a need for mechanizing or automating the
techniques for retrieving information is being increasingly felt. But, at present the operations
associated with a retrieval system range from simple indexing to digital computers.
In the whole operation of information retrieval one can recognize four phases:
1. Word retrieval-in which one identifies the words that will adequately describe the information.
2. Reference retrieval-in which one identifies references that are probably pertinent to the
enquiry. Reference retrieval system is typified by the library card catalogue or other indexes, which
yield a complete reference to a document in response to a general search quest. Many of the
mechanized retrieval systems, provide reference retrieval only.
3. Document retrieval-in which a complete copy of the document instead of just a citation or
reference is provided.
4. Data retrieval in which the sought information is extracted from the documents.

- Retrieval systems serve two main functions. The first is current awareness-to call to the
attention of users newly acquired items of potential interest to them. The second is
retrospective search-to provide for a search throughout the whole of a store for items of
interest to a particular user. Many existing systems serve only one of these functions, or
consist of two unrelated sub-systems each serving one function. For instance, a library
catalogue is only used for retrospective search, while accessions list/bulletin only for
awareness. A system should be designed to serve both functions.
Information Retrieval Process
- Any information storage and retrieval system will have a complex series of operations
before documentary information can be used:
1. Information must be recorded in documents;
2. Each document must be stored with others in some accessible place and its location known;
3. Characteristic aspects of each document profile, and this must be recorded with others in
same file;
4. The potential user must formulate some query or express some interest in terms of
characteristics recorded about documents;
5. This user profile must be compared with document profiles and the locations of matching
documents identified;
6. The documents must be located and presented to the user.
Allen Kent too maintains that the information retrieval system, whether structured on traditional
methods or on machine-oriented techniques, involves a series of ‘unit operations’, which according
to him are as under:
1. Analysis, involving perusal of the record and the selection of the points of view or
analytics.
2. Terminology and subject-heading control, involving establishment of some arbitrary
relationships among ‘analytics’ in the system.
3. Recording of results of analysis on a searchable medium, involving the use of card, tape,
film or other media on which the ‘analytics’ can be transcribed.
4. Storage of records or Source documents, involving the physical placement of the record
in same location.
5. Question analysis and development of search strategy, involving the expression of a
question or a problem, the selection of ‘analytics’ based on the analysis of the question, the
expression of these ‘analytics’ in terms of a particular search mechanism, finding a link
between the question and the records on file, as analyzed.
6. Conducting of search, involving the manipulation or operation of the search mechanism
in order to identify records from the file; and
7. Delivery of results of search, involving the physical removal or copying of a record from
file, in order to provide it, in response to a request.
The different factors that define data storage consist of:

• Input– This is actually entering your data into the platform regardless of if the information
is arriving from actual sheets of paper, a scanner, or email files.
• Index– The system will work with detailed areas to index and store the data where it needs
to go. This can be listed by various factors, based on just how you want to maintain
information.
• Routing– At times various paperwork need to go through a distinctive approval procedure
compared to others. Ensure your documents are finding the appropriate hands and reduce
the period it takes for others to accept your files.
 • Retrieve– Getting the files out of storage to use is equally crucial as the storage alone. Use
superior search tactics to release your paperwork from storage and send them back to a safe
place when you are done utilizing them.
• Retain– Specify a selected quantity of time to retain specific facts depending on the file.
You can even retain data indefinitely for legal reasons.

Data storage management strategies

Storage management processes and practices vary, depending on the technology,
platform and type.

Here are some general methods and services for data storage management:

• storage resource management software

• consolidation of systems

• multiprotocol storage arrays

• storage tiers

• strategic SSD deployment

• hybrid cloud

• scale-out systems

• archive storage of infrequently accessed data

• elimination of inactive virtual machines

• deduplication

• disaster recovery as a service

• object storage