Theme 2

Personal Information & Knowledge Management

  • Theme 2: The Concept of "Information Management"

  • Class 1 Presented by Mr. Maungwa

Introduction to Information Management

  • Information refers to various valuable data, originating from internal & external sources.

    • Includes:

      • Production data

      • Personnel records & files

      • Market research data

      • Competitive intelligence from diverse sources

Key Characteristics of Information

  • Expandable: Information is continually changing and growing.

  • Compressible: Can be summarized to reflect essential points.

  • Substitutable: One form of information can replace another.

  • Transportable: Information can be moved or shared easily.

  • Diffusive: Information can mix and blend with others to create new insights.

  • Sharable: Information can be shared among individuals and organizations. (Burk & Horton, 1988:20)

Expansion of Information

  • Data, like statistical information, is constantly evolving due to global digital growth.

  • Example:

    • Year-on-year increase in digital adoption reflect on Internet user numbers and mobile phone users.

    • Noteworthy growth statistics:

      • Total population +1.0%

      • Unique mobile phone users increased by +93 million.

      • Internet users saw an increase of +316 million.

Compressibility of Information

  • Zip summarization techniques allow for efficient data management.

  • Historical elements:

    • Oral traditions to modern documentation.

    • Key figures in history, like God and Moses' Torah, demonstrate a transformative narrative through time.

Substitutability of Information

  • Information sources include:

    • Newspapers,

    • Books,

    • Magazines,

    • Academic journals,

    • Digital formats including web articles and multimedia.

Transportability of Information

  • Information can be easily transmitted via digital platforms such as emails, databases, and other online tools.

Diffusiveness of Information

  • Information from multiple sources can be integrated.

    • Examples:

      • Maps,

      • Government reports,

      • Digital eBooks

      • Theses and journal articles.

Introduction to Decision-Making on Information

  • Classification of information handling:

    • Pilers: Untitled and unordered collections.

    • Filers: Systematic, titled arrangements (alphabetical or chronological).

  • Choices available:

    • Consume immediately,

    • Ignore,

    • Keep.

Types of Information to Keep

  • Action Information: Immediate use, organized by task, often physical.

  • Personal Work Files: Designed for individual accessibility only.

  • Archive Storage: Less accessible, retains completed work for potential future use.

Importance of Decision-Making on Information

  • To manage effectively, focus on:

    • Value, quality, ownership, and security in context of organizational performance (Wilson, 2003).

Information Management (IM)

  • Definition:

    • Harnessing information resources to enable learning and adaptation in organizations (Choo, 1995).

  • Consideration of information requirements based on client needs (Wilson, 1994).

Information Requirements

  1. Changes depending on the user’s environment over time.

  2. Evolves as new information is received, potentially making prior needs obsolete.

  3. Relevance determined by user’s capacity to interpret and integrate information.

Elements of Information Management

  • Traditionally includes acquisition, organization, maintenance, and use of documents.

  • Growing importance of technology in information management strategies.

  • Prominence of information ideas as recognized aspects of business strategy.

Approaches to Information Management

  • Two Broad Approaches:

    1. Technology-Oriented Approach: Manages organizational data, IT systems, and strategic use of resources.

    2. Content-Oriented Approach: Focused on effective records management and ensuring appropriate handling of information.

Technology-Oriented Approach Details

  • Data Management: Planning and storage of organizational data for performance and security.

  • IT Management: Overseeing information systems and infrastructure; composed of hardware and software management.

  • Strategic Use of IT: Utilizing technology as a strategic asset.

Content-Oriented Approach Details

  • Records Management: Ensures accuracy, completeness, efficiency in processing information.

  • Provision of External Information: Emphasis on external market and environmental changes critical for survival.

  • Human-Centered Information Management: Focuses on the human role in managing content and their information behavior.

  • Information Resources Management: Integrative framework for managing the information life cycle and linking it with strategic planning.

Life Cycle of Information Management

  • IM supports organizational activities through:

    • Information needs

    • Acquisition

    • Organization and storage

    • Products/services

    • Distribution

    • Use

    • Adaptive behavior (Choo, 1995)

Conclusion: Benefits of Good Information Management

  • Enhances decision-making capabilities.

  • Supports information needs efficiently.

  • Centralizes information acquisition expenditures.

  • Promotes resource sharing and reduces costs.

  • Minimizes uncertainty and risk while identifying new products/services.