Information management

Presented to: Dr. Haroon Idrees
Presented by: Muhammad Tufail Khan
Aneela Zahid
Theoretical Foundation of Information Science
MPhil in Library & Information Science

 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

 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

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
 Driven by user demand
 Facilitated by
 Increase in data processing capabilities
 Lower cost and increased speed of storage
 Affordable and faster Network
Who creates data?
 Individuals
 Businesses
01010101010
10101011010
00010101011
01010101010
10101010101
01010101010
Video
Photo
Book
Letter Digital Data

Data can be categorized as either structured or unstructured data
 Structured
 Data Bases
 Spread Sheets
 Unstructured
 Forms
 Images
 Audio
 Movies
Over 80% of Information
is unstructured
Contracts
Images
Manuals
X-Rays
Instant Messages
Forms
E-Mail Attachments
Check
Documents
PDFs
Web Pages
Audio Video
Invoices
Rich Media
Structured (20%)
Unstructured (80%)

Data
Information
Summarizing the data
Averaging the data
Selecting part of the data
Graphing the data
Adding context
Adding value

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.

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.

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.

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.

 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).
cor·pus (kôr p s)
A large collection of writings of a specific kind or on a specific subject.

―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

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

IMPeople
Culture
Process
Content
Technology

Data Records
Text Multimedia
IR

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.

4) Efficient use of organization’s information assets — While previous
goals come from activity (process), this goal statement invites to
think about organization’s 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.

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

 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
enterprise’s 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.

 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).

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.

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.

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).

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.

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.

The Commission on Federal Paperwork set out a very basic life cycle,
which identified the following five stages
Requirements'
Determination
Collecting
ProcessingUse
Disposition
“
with the following
comment on its
relationship to
information
management: 'At
each of these stages,
information values
must be estimated
and measured,
costed and
accounted for, just as
Government now
does for any other
resource'
(Commission on
Federal Paperwork
1977: 43)
”

AUTOMATED
FLEXIBLE
Classify
data /
applications
based on
organization’s
rules
Implement
policies with
information
management
tools
Integrated
management
of storage
environment
Organize
storage
resources to
align with data
classes

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.

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'.

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.

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 policy:
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 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.

 Improved utilization
 Simplified management
 Simplified backup and recovery
 Maintaining compliance
 Lower Total Cost of Ownership

 Who creates data
 What are the two categories of data
 Source of information
 How many tools of information management
 What are the benefits of ILM


 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

 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+management Retrieve on
16-11-2012
 http://en.wikipedia.org/wiki/Information_management Retrieve on 16-11-2012
 http://informationr.net/tdw/publ/papers/encyclopedia_entry.html Retrieve 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

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