MODULE 1: INTRODUCTION TO INFORMATION MANAGEMENT

Introduction

In this module, students will learn the fundamentals and core principles of information
management

Learning Objectives

At the end of this module, students should be able to:

1. Differentiate data from information.

2. Describe the characteristics and value of information used to evaluate the quality of data.
3. Define what Computer-based Information System (CBIS) is.
4. Understand the purpose of Information Management.

Lesson 1: Information Concept

Data, information, and knowledge

Data: Raw facts

Information is a set of facts that have been organized in such a way that they have worth
beyond the facts themselves.

Process: A sequence of logically related tasks carried out to attain a specific goal.

Knowledge is the awareness and comprehension of a set of facts.

Types of Data

Data Represented By
Alphanumeric Data Numbers, letters and other characters
Image Data Graphic images and pictures
Audio Data Sound, noise or tones
Video Data Moving images or pictures
Data, Information and Knowledge

The transformation process

DATA (applying knowledge by
INFORMATION
selecting, organizing, and
manipulating data)

Process of Transforming Data into Information

Lesson 2: Characteristics and Value of Information

If information is not accurate or complete

 People can make bad decisions that cost tens of thousands of dollars, if not millions of
dollars and information can be of little use to a company.
 If information isn't relevant, it's either not supplied to decision makers in a timely manner or
it's too complicated to comprehend.

The following are the Characteristics of Valuable Information:

Characteristic
Definition
s
Authorized users should have easy access to information in the
Accessible
right format and at the right time to satisfy their needs.
Error-free data is accurate data. In some circumstances,
Accurate incorrect data is input into the transformation process, resulting
in false information.
Complete All of the key facts are included in the complete information.
Information should also be affordable to generate. Decision-
Economical makers must always weigh the usefulness of data against the
expense of gathering it.
Flexible Flexible data can be applied to a wide range of applications.
For the decision maker, relevant information is critical.
Relevant Information indicating a decline in lumber prices may not be
significant to a computer ship maker.
Users can rely on reliable information. In many circumstances,
the information's trustworthiness is determined by the data
Reliable gathering method's reliability. In other cases, the information's
dependability is determined by the source. A notion that oil
prices will rise from an unknown source may not be true.
Secure Unauthorized users must not be able to access information.
Information should be easy to understand and not unduly
complicated. It's possible that sophisticated and thorough
Simple information won't be required. In fact, having too much
information can lead to information overload, where a decision
maker is unable to decide what is truly important.
Timely Timely information is delivered when it is needed.
The information provided should be verifiable. This implies you
Verifiable may double-check it, possibly by examining multiple sources
for the same information.
Valuable information

 Can assist individuals and organizations in completing activities more efficiently and
effectively.
- Can assist managers in determining whether or not to invest in new information
systems and technology.
Lesson 3: Computer-based Information System

- is a well-organized combination of hardware and software technologies, as well as human

aspects, that produces fast, accurate, and usable data for decision-making.

- is a type of information system that uses computer technology to carry out some or all of
its activities.
The basic components of computer-based information system are:

 Hardware– these are the

devices like the monitor,
processor, printer and
keyboard, all of which work
together to accept, process, show
data and information.
 Software– are the programs that
allow the hardware to process the
data.
 Databases– are the gathering of
associated files or tables
containing related data.
 Networks– are a connecting system
that allows diverse computers to
distribute resources.
 Procedures– are the
commands for combining the
components above to process information and produce the preferred output. Include
strategies, policies, methods, and rules for using the CBIS.
 Telecommunications- the electronic transmission of signals for communications.
 Internet – World’s largest computer network, consisting of thousands of interconnected
networks, all freely exchanging information.
 People – The most important element in most computer-based information systems.

What is known as the information technology platform consists of the first four
components (hardware, software, database, and network). These components might then be
used by information technology professionals to build information systems that monitor safety,
risk, and data management. Information technology services refer to these activities.

Lesson 4: Purpose of Information Management

Information is organized in a way that makes it easy to access and use.

Information architecture (IA) is the structure of data within a company, and it's what
information management relies on to assure data security, findability, usability, and
interpretation.

Protecting and managing information in the workplace

Effective IM also relies on data and information security, which crosses over into IT and
has significant consequences for data and information privacy, security, cyber security, and the
decommissioning and archiving of old equipment.

Increasing the worth of company information

The opportunities given by focusing on information value were described by Andrew

McAfee and Erik Brynjolfsson in their 2012 Feature in Big Data. “Companies in the top third of
their industry, in terms of data-driven decision making, were, on average, 5% more productive
and 6% more profitable than their competitors,” according to the survey.

Operational risk is managed and mitigated.

Risks will be identified, assessed, evaluated, and mitigated via an effective information
management approach. Every day, businesses confront a variety of IM-related hazards, such as
noncompliance with regulatory recordkeeping requirements, unauthorized data destruction,
cyber-attacks, data breaches, and lost or leaked intellectual property (IP) or other valuable
information.

Regulatory and legislative compliance are ensured.

Business information is governed by laws and regulations that control how it is gathered,
maintained, utilized, and disposed of. Understanding the many policies and legislation affecting
the process, which frequently covers a lot of ground, is crucial to minimizing risk.

Managing the lifecycle of information assets in an efficient and effective manner

 A strategy for information management provides a framework, policies, procedures, and
processes for managing information throughout its lifecycle. It considers the people, processes,
and technologies needed to assist in the protection, management, and extension of the value
and usefulness of information. Lifecycle management seeks to improve understanding of how
information is created, managed, and used within an organization, as well as to find ways to
reduce inefficiencies and prioritize usefulness over time.

Internal and external collaboration should be promoted and supported.

Collaboration, communication, and information sharing have become critical in modern

businesses, particularly in organizations where employees are dispersed, work remotely, or are
on the go. The continuous evolution of the Internet has resulted in the proliferation of networks
and technological solutions that encourage collaboration.

Data integration allows for the automation of business processes.

The increased opportunities for business process automation enabled by the provision of
consistent and high-quality data across business applications is a significant benefit of
implementing an effective information management program on an organizational level.