Theme 1(C)

Personal Information & Knowledge Management

Theme 1: Introduction to Main Concepts

  • Presented by Mr. Maungwa

Information and Knowledge Management

What is Information Management?

  • Information Management (IM) defined by Wilson (2003):

    • Application of principles to acquire, organize, control, disseminate, and use information relevant to organizations.

    • Goal: Enable efficient and effective access, processing, and usage of information (Detlor, 2010).

    • Focuses on technical aspects:

      • Storage of information

      • Retrieval of information

      • Protection of information

What is Knowledge Management?

  • A more recent term in management sciences, originating in the 1990s.

  • Methodology for improving organizational performance based on:

    • Business process re-engineering

    • Learning organization

    • Total quality management

Defining Knowledge Management

  • Davenport (1994) states:

    • Knowledge management is the process of capturing, distributing, and effectively using knowledge.

    • Recognized as one of the earliest definitions of KM.

Further Definition of Knowledge Management

  • Knowledge Management (KM) defined as a discipline that promotes an integrated approach to:

    • Identifying, capturing, evaluating, retrieving, and sharing an enterprise's information assets.

    • Assets include databases, documents, policies, procedures, and tacit knowledge (Gartner Group, Duhon 1998).

  • Tacit knowledge: Knowledge that is known but not captured in formal or explicit fashion.

Nature of Knowledge Management

  • Ruggles (1998) states:

    • KM is an interdisciplinary business model.

    • Involves knowledge creation, codification, sharing, learning, and innovation.

    • While some aspects are facilitated by information technologies, it primarily concerns organizational culture and practices.

Knowledge Management Paradox

  • The essence of what is managed in KM is difficult to define:

    • Knowledge resides in individuals (Peter Drucker).

    • Karl-Erik Sveiby emphasizes the 'invisible know-how' of company assets.

Benefits of Knowledge Management

  • Supports competitive and strategic operations.

  • Enhances task accomplishment and informs individuals.

  • Conceptualization from a process perspective emerged in the early 1990s (Davenport, 1993; McGee & Prusak, 1993).

Information Management Perspectives

  • Three Perspectives:

    • Personal Perspective

    • Organizational Perspective

  • Dominant perspective is organizational:

    • Personal perspective focuses on individual relevance (Detlor, 2010).

Information Management: Personal Perspectives

  • Refers to individual processes in information management:

    • Create, acquire, organize, store, distribute, and use information for personal purposes.

    • Example uses include personal calendars, work schedules, and project files (Detlor, 2010).

Information Management: Organizational Perspective

  • IM from an organizational perspective:

    • Manages the full lifecycle of information processes from creation to use.

    • Goal of advancing organizational objectives (Detlor, 2010).

Relationship Between Information Science and Information Management

  • Information Science (IS) defined:

    • Discipline investigating information characteristics and transfer processes.

  • Investigates practical aspects:

    • Collecting, collating, evaluating, and disseminating information (Bottle, 2003).

Relationship Between IS and IM

  • IM involves applying management principles to information management processes (Wilson, 2003).

  • IM encompasses:

    • Resources, processes, systems (Detlor, 2010).

  • Describes convergence of information, people, and technology to achieve business goals.

Goals of Information Management

  • Help organizations access, process, and use information efficiently and effectively (Detlor, 2010).

  • Enhances organizational competitiveness and helps individuals accomplish tasks effectively.

Relationship Between IM and Other Disciplines

  • IM is ambiguously defined across fields:

    • In Computer Science (CS): Synonym for IT management, focusing on data management and database design.

    • In Business Management: Relates to technology management and its impact on business performance.

Distinguishing Between IM and Information Resource Management (IRM)

  • IRM defined:

    • Applies general resource management principles to information resources (Wilson, 2003).

  • Provides challenges due to its synonymous use with IM.

Distinguishing Between IM and IRM (Cont.)

  • Term IRM emerged in the 1970s, emphasizing all electronic documents in the definition (Commission on Federal Work, 1977).

  • IRM focuses more on data than other information types like documents (Detlor, 2010).

Distinguishing Between IM and IRM (Further)

  • IRM incorporates many activities:

    • Records management

    • Library management

    • Computer systems management

    • Printing, Microforms, and Word-processing centers.

Distinguishing Between IM and IRM (Additional Insights)

  • IRM supports IM by providing technical capabilities and overall guidance for effective information management.