Information Management - Prelims Reviewer

Information Management

The process of managing information throughout its lifecycle so it can be effectively used by an organization.

Core Activities of Information Management

Collection, Storage, and Distribution.

Collection

The process of gathering or obtaining data and information.

Storage

The process of keeping information so it can be accessed and used later.

Distribution

The process of delivering information to the people, departments, or systems that need it.

Information Management as a Management Function

Information management is an organizational responsibility comparable to Finance, HR, and Operations, and it goes beyond the ICT department.

Why Not All Data Is Valuable

Data alone does not directly support decisions. Meaning emerges through processing and context.

DIKW Pyramid

A model that shows how Data develops into Information, Knowledge, and Wisdom.

Data in DIKW

Raw facts that have no inherent meaning and require processing.

Information in DIKW

Data that has been processed and given meaning or context.

Knowledge in DIKW

Understanding information within a specific situation or context.

Wisdom in DIKW

The ability to apply knowledge to make appropriate decisions or actions.

DIKW Example: Data

Red (raw observation).

DIKW Example: Information

The south-facing traffic light at the corner of Pitt and George Streets has turned red.

DIKW Example: Knowledge

The traffic light I am driving towards has turned red.

DIKW Example: Wisdom

I'd better stop the car.

Risks in DIKW Transformation

Possible risks include Loss, Misinterpretation, and Inconsistency.

Loss in DIKW Transformation

Important information may be lost during processing or transformation.

Misinterpretation in DIKW Transformation

Information may be understood incorrectly.

Inconsistency in DIKW Transformation

Information may become conflicting or inconsistent during transformation.

Information as an Organizational Asset

Information is an organizational resource alongside Capital, Labor, and Materials.

Four Organizational Assets

Capital, Labor, Materials, and Information.

Operational Use of Information

Record Keeping, Reporting, and Coordination.

Record Keeping

Using information to maintain records of activities, transactions, or events.

Reporting

Using information to communicate results, updates, or summaries.

Coordination

Using information to help people and departments work together.

Information Flow in Organizations

The movement of information across people, departments, offices, and systems.

Why Information Must Move

Information must move across an organization to be useful for different activities and decisions.

Consequences of Poor Information Flow

Delay, Error, and Rework.

Delay

A consequence of poor information flow where information does not reach the right person or process on time.

Error

A mistake caused or worsened by incorrect, missing, or poorly communicated information.

Rework

The need to repeat or redo work because of information problems.

People, Process, and Technology

The three components that work together in information management.

People

The individuals who create, use, manage, and make decisions using information.

Process

The defined way information is collected, processed, and shared.

Benefits of Process

Standardizes work and ensures consistency.

Technology in Information Management

Technology supports people and processes by storing, processing, and distributing information.

Benefits of Technology

Improves speed and efficiency.

People + Process

Standardization and consistency.

People + Technology

Innovation and improved productivity.

Process + Technology

Automation and efficiency.

People + Process + Technology

Organization success.

Benefits of People, Process, and Technology

Faster operations, more efficient workflows, and better information quality.

Why Organizations Need Information

Information affects decisions, planning, operations, and resources.

From Records to Action

The progression from Data to Information to Knowledge, which supports organizational action.

Questions Before Depending on Information

Can we trust it? Can we use it for this decision? What happens if we get it wrong?

Same Information, Different Purpose

The same information can be used by different departments for different purposes.

Student Enrollment Information: Registrar

Uses enrollment records.

Student Enrollment Information: Finance

Uses enrollment information for payment assessment.

Student Enrollment Information: Department

Uses enrollment information for class planning.

Student Enrollment Information: ICT

Uses enrollment information for system operations.

Student Enrollment Information: Management

Uses enrollment information for decision-making.

Main Idea of Information Management

Managing information is not just about having it; it is about making it usable for the organization.

Five Questions for Evaluating Information

Accuracy, Completeness, Timeliness, Relevance, and Consistency.

Accuracy

Whether the information is correct.

Completeness

Whether any required information is missing.

Timeliness

Whether the information is current enough for its purpose.

Relevance

Whether the information helps with the decision being made.

Consistency

Whether information agrees with other information.

Verification and Validation

The process of checking whether information meets qualities such as accuracy, completeness, timeliness, relevance, and consistency.

Information to Decision Process

Situation → Information → Understanding → Decision → Action.

Operational Decision

A decision involving immediate or day-to-day activities.

Example of Operational Decision

Which laboratory is available for today's class?

Tactical Decision

A decision involving resource allocation and medium-term planning.

Example of Tactical Decision

Do we need to acquire more computers for the laboratories?

Strategic Decision

A decision involving long-term organizational direction and goals.

Example of Strategic Decision

Should the school expand the BSIT program?

Role of Information in Decision Making

Information helps us understand situations, reduce uncertainty, evaluate options, and support action.

Information Does Not Make Decisions for Us

Information supports decision-making, but people must evaluate options and decide what action to take.

Types of Data

The three types discussed are Structured Data, Semi-Structured Data, and Unstructured Data.

Structured Data

Data organized into predefined models, usually stored in rows and columns, and following a strict schema.

Structured Data Schema

A predefined structure that defines how data is organized, including data types, lengths, and constraints.

Characteristics of Structured Data

Highly organized, searchable, filterable, efficient for reporting, suitable for transaction processing, and low ambiguity.

Structured Data Example

A student record containing Student ID, Name, Program, and Year Level in a table.

Semi-Structured Data

Data that does not follow rigid rows and columns but contains tags, markers, or identifiable structure.

Characteristics of Semi-Structured Data

Flexible structure, self-describing format, variability, easier schema modification, and more complex analysis than structured data.

Semi-Structured Data Examples

JSON files and XML files.

Unstructured Data

Data without a predefined model or strict organization.

Characteristics of Unstructured Data

Highly flexible, context-heavy, difficult to search without tools, and requires interpretation.

Unstructured Data Examples

Videos, pictures, and emails.

Difference Between Structured and Semi-Structured Data

Structured data follows a strict predefined schema, while semi-structured data has a flexible structure with identifiable markers.

Difference Between Semi-Structured and Unstructured Data

Semi-structured data has organizational markers or logic, while unstructured data has no predefined model or strict organization.

Why Unstructured Data Can Be Difficult to Manage

It is rich in context but difficult to categorize and search automatically.

Information Organization

The process of arranging information so it can be found, understood, verified, and used easily.

Why Information Organization Is Needed

Organizations have many records and documents that must be easy to find, understand, verify, and use.

Examples of Organizational Information

Student records, enrollment records, financial records, faculty records, and administrative documents.

Information Organization Workflow

Request → Identify → Retrieve → Verify → Process.

Request

The step where a person or process asks for needed information.

Identify

The step where the required information or record is determined.

Retrieve

The step where the needed information is located and obtained.

Verify

The step where the retrieved information is checked for correctness or reliability.

Process

The step where information is used, analyzed, or transformed for a purpose.

Categorization

The process of grouping information based on similarities, characteristics, or a particular purpose.

Classification

The process of assigning information to predefined categories or schemes according to established rules.

Difference Between Categorization and Classification

Categorization creates meaningful groups, while classification applies an established scheme to those groups.

Dimensions of Information Classification

Function, Sensitivity, Format, Frequency of Use, and Ownership.

Function Classification

Organizing information based on the activity or purpose it serves.

Sensitivity Classification

Organizing information based on how sensitive or confidential it is.

Format Classification

Organizing information based on its form, such as documents, images, or spreadsheets.

Frequency of Use Classification

Organizing information based on how often it is accessed or used.