Information

Management
Chapter 2
Management of Data, Information, and Knowledge
Topic Outline
01. What is Data 03. What is Information

02. Transformation 04. What is Management

of Data into
Information Using a
05. What is Information Management
Data Process

06. The Origins of 07. Goals of Information 9. The Information

Information Management Life Cycle
Management

08. Information
Requirements
What is Data?
Lesson 1
WHAT IS DATA?

Information in raw or
organized form (such as
alphabet, numbers, or
symbols) that refer to, or
represent, conditions,
ideas, or object.
What is DATA?
“
• DATA is limitless and present everywhere in the universe.

• Most Data is being converted into digital format

-Driven by used demand
-Facilitated by
-Increase in data processing
-Lower cost and speed of storage
-Affordable and faster network
Who created DATA?
“
• We have a lot of data, that forms into
an information but who creates data?
• Data is basically created by an
individuals like you, like me like us.
• Data can be created by a businesses
“
• This could be;
Categories of Data
• Data can be categorized as either
Structured or Unstructured data
• Structured
-Data Bases
-Spread Sheets
• Unstructured
-Forms
-Images
-Audio
-Movies
“
• Basically, the difference between
Structured and unstructured are;
• Structured- is managed, it is
organized.
• Unstructured-it is not yet
polished/organized
“
• Over 80% of information is unstructured
-
Lesson 2

Transformation of
Data into
Information using
Data Process
Transformation of Data into Information
using Data Process
Transformation of Data into Information
using Data Process

The Organizational structure must be capable of

managing this information throughout information
life cycle regardless of the source or format for
delivery through multiple channel that may
include cellphone and web interfaces.
What is
information?
Information

• Organize form of data

in known as information

• A Processed data.
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.
Lesson 3
Management
Management

• Means that the organizations

of in control over the
structure processing and
delivery of information
What is
Management
Lesson 2
What is Management?

• According to Theo Heimann, management has three

different meanings,
1. Management as a Noun: refers to a Group of
Managers.
2. Management as a Process: refers of the
function of management
Ex: Planning, Organizing, Directing, Controlling, Etc.

3. Management is a Discipline: refers to the

subject of Management
What is Management?

• Is an individual or group of individuals that accept

responsibility to run organization.

• They plan, organize, direct and control, all the essential

activities on the organization.

• Management does not do the work themselves, they

motivate others to do the work and coordinate.
What is Management?

Example:

• Bring together all the work for achieving objective of the

organization.
What is Management?

Management brings together all Six M’s

Men &
Women
Example: /Manpo
wer
Markets Money

6 M’s
Me- Ma-
thods chines

Ma-
terials
Six M’s of Management

Man & Woman/Manpower Money Machines

▪ Managerial and non-managerial ▪ It is the means for conducting all ▪ They are commonly used to
personnel constitute manpower business activities, and a strong convert raw materials into semi-
financial base is essential to a finished and finished products.
Materials successful business

▪ They consist of raw materials and Methods Markets

semi-finished goods that are
either converted or assembled ▪ They refer to systems and ▪ Both products and services need
into finished products through procedures used for performing marketing, and successful
the production process. various operations marketing increases a firm’s
financial returns.

Reference: What are known as '6M' in management theory? - Quora

 History
Information
Management
Lesson 4
History of Information Management?

• Throughout the 1970’s this was largely limited to files,

file maintenance, and the life cycle management of
paper-based files, other media and records.
• As information storage shifted to electronic means, this
become more and more difficult.
• By the late 1990’s when information regularly
disseminated across computer network and by other
electronic means, network managers, in a sense,
became information managers.
History of Information Management?

• Who are this Information Managers?

➢ Those individual found themselves tasked, with

increasingly complex tasked, hardware and software.

➢ With the latest tools available, information management

has become a powerful resource and a large expense of
many organizations.
Information
Management
Lesson 4
What is Information Management?

• Is a collection and management of information from one

or more sources and the distribution of that information
to one or more audiences
• 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.
What is Information Management?

The organizational structure must be capable of

managing this information throughout the information life
cycle, regardless of the source or format (data, paper
document, electronics documents, audio, video, etc. )for
delivery through multiple channels that may include
cellphones, web interfaces, and other platforms.
Why we need Information Storage?

A lot of information now adays,

we have a big data, of course we
need information storage. We have
to have a lot of storage capacity to
store all the information available.
Information Storage

Digital Universe-The Information Explosion

• 21st Century is information era.

• Information is being created at ever increasing rate.
• Information has became critical/significant for success.
Why we need Information Storage?

We live in an on command or on demand world.

Example:
Social network sites;
-Email
-Video
-Photo sharing websites.
-Search Engines (List of search engines - Wikipedia)
Big Challenges in IM

Information management is a big challenge.

Store Protect Optimize

Why is IM important?

Managing information is important to

an organization because it allows for
increased knowledge, decreased
inefficient, and better creation and
implementation of action plans to address
areas of opportunity.
What is Information Management?

Reasons are describe in three categories:

1. Managing your information saves you money.

2. Managing information makes you money.
3. Managing information keeps you out trouble.
Lesson 5

Key Components
of Information
Management
Key Components of Information
Management
One of the most crucial tasks in an information
management initiative is communicating that technology on its
own is not the silver bullet to all information problems. There
are key components that need to be addressed prior to
initiating discussions regarding the technology that will meet
the business needs. The key components to a successful
information management initiative are People, Culture,
Process, Content, and Technology. And success comes when all
components are working together in harmony.
Key Components of Information
Management
People
Having the right people is key to the success
of an information management initiative
/project. Identifying driven individuals is the first
step in ensuring that the initiative/project can
evolve through its infancy/beginning stage to
maturity. Some typical examples of actions in the
“people” component are:
People
• Identify key stakeholders and business champions within
the organization.
• Continuous education on Information Management principles
• Establish an Information Management steering group
• Identify subject matter experts within each business unit

Having the right people will still the precise culture required for a successful
initiative/project.
Culture
An organization’s culture directly impacts the uptake of the
information management initiative. Ensuring a culture of
quality, accuracy and how each and every individual has an
impact of the “information value chain” is critical;
Culture
Culture may pose some difficulties to overcome existing information
neglect cultures and subcultures. A method to overcome such obstacles is:
• Outline a culture objective: e.g. For people to value and actively
participate in information quality and utilize the accurate
information
• Understand the culture gap and define a strategy to reach the
desired culture
• Implement the strategy through the organization’s change
management process
Having the right culture will ensure the creation of much needed
processes to govern the information management initiative
Process
Introducing governance processes are key
to ensuring the information management initiative is
targeted, measureable and managed effectively. These
processes clearly outline what people must do, when
they must do it and how to go about doing it! Some
common tasks that are completed during the “process”
component are;
Process
• Define a data governance strategy to include how the information will be managed and
who will be responsible
• Identify Data Stewards and clearly state their role and responsibility
• Define common business terms through a Data Dictionary
• Commence a data audit and data quality initiatives
• Establish a structured Communication Strategy to raise the profile of the information
management initiative
• Define additional standards and processes regarding the content component

These processes enable quality transformation of data into valuable information that the
business can use
Content
The content component is all about the what,
where, how, when and why of data. It is where
data becomes information. This component involves
executing and implementing some of the processes
defined in the previous “process” component.

Some common tasks for the “content” are;

Content
• Implement standards for information (accessing,
manipulating and managing)
• Roll out data dictionary
• Agree and implement content security
• Agree how content will be structured
• Agree how content will be stored
• Agree on how content will be described (metadata)
Technology
The purpose of the technology component is to simplify
the complexity behind the scenes and empower the business
users to answer the question they are asking their content!
Once all the “t” as crossed and “I” are dotted, the first step
would be to go through a tool selection process to ensure that
the technology is right to meet the current and future
requirements of the organization.
Other aspects that need to considered in the “technology”
component are:
Technology
• Training and Support
• In-house skills or outsource.
• Maintain standards and documentation as the solution
evolves
• Last but definitely not least, the information management
initiative is a continuous journey that matures and improves
with time.
To be Continue
Chapter 2
Management of Data, Information, and Knowledge
Lesson 6

Information
Resources
Information Resources
Information Resources-DATA
• DATA - is a collection of
discrete values that convey information,
describing quantity, quality, fact, statistics
, other basic units of meaning, or simply
sequences of symbols that may be
further interpreted.
Information Resources-RECORDS
• RECORDS -(also called a structure, struct,
or compound data) is a basic data structure.
• Records in a database or spreadsheet are
usually called "rows".
Information Resources-
MULTIMEDIA
• Multimedia is a form of communication that
uses a combination of different content
forms such
as text, audio, images, animations,
or video into a single interactive
presentation, in contrast to traditional mass
media, such as printed material or audio
recordings, which features little to no
interaction between users.
Information Resources-TEXT
• TEXT-the original words and form of a
written or printed work an edited or
emended copy of an original work.
Lesson 7

The goals of
Information
Management
Goals of Information Management
• Supply work, business and consumption/utilization process
with information.
-work cannot be done without required information
• Improve and speed up business, work and consumption
processes through information use and efficient information
processing.
Goals of Information Management
• Create and maintain competitive advantage through new, IT-based
work and business process.
• Efficient use of organization’s information assets.
• Reduce unnecessary complexity of information processing systems;
protect against information overload.
Key Challenges in
IM
Key Challenges in IM
• Exploding Digital Universe.
• Increasing dependency on information.
• Changing the value of information.
Information
Requirements

Lesson 8
Information Requirements
• The study of information needs has occupied
information science for almost 50 years.
• All of information management must be grounded in
a consideration of the information requirements (on
information needs) of customers or clients of the
information systems and services.
Information Requirements
• Information requirements are specifications of an
information need. These are typically captured to
request information or to develop an information
system, process or document. The following are
common example of information requirements.
Source
• A specification of how information will
be acquired.
Format
• Format specification such as a standard
date format for a user interface.
Transformation
• Transformation that will applied to
information such as business rules for
displaying an account status.
Calculation
• Calculations such as a formula for
calculating a matric/record.
Timeliness
• Time-based requirements such as a
requirement that a field be updated
every minute.
Structured
• Information structures such as
categories, tags, hierarchies, and
document templates.
Controls
• Control such as the authentication and
authorization required to view
information.
Information Security
• Requirements that information be
secured from unauthorized access,
deletion, modification or disruption.
Integrity
• Specifications for the quality of
information such as validation rules.
Credibility
• Specifications concerning the
credibility of information such a list of
trusted sources for market data.
Availability
• The availability of an information
source such as a target uptime for a
knowledge management tool 99.9%.
Completeness
• The scope, depth and coverage of
information. For example, the
requirement that description of food
products include a full ingredient list.
Relevance
• The relevance of information such as a
requirement that an ecommerce
search for men’s clothing not return
any items classified as women’s or
children’s clothing.
Usability
• Requirements for user interfaces for
accessing information. For Example, the
requirement that product information be
displayed in a dense format so that
information can be consumed without
scrolling or navigating multiple pages.
Readability
• Readability related requirements in
areas such as image size, font size,
grammar, spelling and writing style.

Reference:

15 Types of Information Requirements - Simplicable

Information
LifeCycle
Lesson 9
Information LifeCycle

• Is the change in the value of information overtime.

• When we first create a data, it often has a highest value
and used frequently. As data ages it is access less
frequently and of less value to the organization.
• Understanding the information life cycle helps to deploy
appropriate storage infrastructure according to the
changing value of information.
• Information like the business goes through various
phases in its lifecycle.
Information LifeCycle

• Since information required at every stage of the

business on a daily bases it becomes imperative to
understand its phase of the database lifecycle.
• For simplicity, we can provide information lifecycle
management into several phases.
• Starting from data acquisition to data removal, it is
important to remove the data once it is of no use as it is
acquired .
• Let us explore this phases in details.
Create/Capturing Data

• Data enters the business through data capture.

• It could be data that are acquired from reliable outside
resources, data entry and data reception.
-this information is used for comparison and for
prediction, the data generated by the business as to
be input diligently to be processed by the ERP or
business intelligent software. Typically large volume
of information are generated by the organization in a
daily bases in various support. Information also
comes from various devices such as mobile phones,
and IOT enable devices.
Create/Capturing Data

-IOT technology is an outstanding source of reliable

data for businesses.

-Every business has its own ways of capturing

information, it determine the information that needs
to be captured and then determines the methods
in which it can be accomplished.

-The banking sector inputs the information and also

pulls it from devices such as smart phones, TOS
swiping machines, ATM etc.
Create/Capturing Data

-the telecom sector user information from its network.

In governance, a lot of information collect from
outside resources afar from those being input at the
offices.

• A business can collect data from various external

sources for research and analysis.
Store/Preserving Data

• The data that’s captured by the business needs to be

stored diligently.
• It is quite challenging to store the varied types of bulk
information or BIG DATA that the business acquires,
generates and received from devices all have to be
preserved to be use later for processing and publishing.
• Data should be ideally stored in categorized way for
easier access.
Grouping Data

• Data synthesis or grouping data is a comparatively new

phase in information life cycle management.
• Grouping Data lets you quick access to compiled
information such as totals, averages, means etc.
• Many important metrics are formed and stored as group
information which makes further analysis and
processing much easier and faster.
Use/Processing Data

• Data that are collected, categorized, stored and grouped

are use to process it to make it useful.
• The employee attendance data that are collected on a
daily basis is used to process payroll.
• The call details for every costumer in the telecom field is
use to analyze the usage and to form better marketing
strategies.
• The banking industry uses the transaction data and
processes it regularly to understand the transaction
patterns and to track the money flow.
Share/Publishing Data

• The information that’s collected, stored, grouped, and

processed is use for publishing as reports to
management and public.
• Every business publishes its information to its
stakeholders including employees, vendors and
inventors.
• The financial stability, external communication, and
other details are published in various mediums to reach
the right audience at regular intervals.
Archive/Archiving Data

• Data archival is another important aspect of information

lifecycle management.
• When there’s a bulk information being handled on a
daily basis or regularly, it makes storage and processing
highly expensive.
• It slow down data processing and publishing.
Destroy/Removing Data

• Data has to be periodically checked and remove when

obsolete.
• Certain classified information has to be immediately
removed from the main data storage and stored secured
in a separate environment specially maintained for that.
• Such obsolete data becomes an overhead to data
storage and processing and hence is carefully stored
and removed periodically from the data server.
Benefits of Information Management

• Improve utilization
• Simplified Management
• Simplified Backup and recovery
• Maintaining compliance
• Lower total cost of Ownership
End.
EMMANUEL S. MOLINA
Instructor