Information Technology Application in Information Agencies

Upon completion of the course, students should be able to describe the concepts and principles of IT in information agencies (C2).
Learning outcomes include:
- Defining concepts and terms related to IT and Information Systems (IS).
- Identifying different types of IT used in information agencies.
- Explaining the functions of IT, including data capture, processing, storage, retrieval, and transmission.

Week 1: Introduction to Information Technology
- 1.1 Definition of Information Technology
- 1.2 Types of Information Technology
- 1.3 Functions of Information Technology

Information Technology (IT) refers to the use of computers, software, networks, and other digital tools to store, retrieve, process, and transmit data and information.
IT is essential in managing and organizing vast amounts of information, particularly in libraries, archives, museums, and businesses.
Definitions by Experts:
- Boahane & Ditsa (2001): IT is a subset of Information Systems (IS) that includes hardware and software used for storing, retrieving, and processing information.
- ALA (American Library Association) Glossary: IT is defined as "the application of computers and other technologies to the acquisition, organization, storage, retrieval, and dissemination of information."
IT comprises:
- Computer technology (hardware and software).
- Telecommunications technology (networks for data, image, and voice communication).

IT plays a crucial role in supporting information agencies such as libraries, archives, and museums in achieving their missions.
It enhances data management, security, retrieval, and accessibility.
It enables automation, reducing manual effort and improving efficiency.

An Information System (IS) is a structured system that processes data and transforms it into meaningful information for decision-making and operations.
According to Alter (1999): IS uses IT to capture, transmit, store, retrieve, manipulate, or display information used in business processes.
According to Rob & Coronel (2007): IS allows for data collection, storage, and retrieval.
IS transforms raw data into meaningful information and helps organizations manage their data efficiently.

Feature	Information Technology (IT)	Information Systems (IS)
Definition	Use of hardware, software, and networks to process and store data.	A broader system that includes IT but also involves business processes and decision-making.
Scope	Focuses on technological aspects.	Focuses on how technology is used to manage information.
Example	Computer networks, storage devices, programming software.	Library management systems, financial information systems.

Computer Networks in Information Agencies
- Client-server network: A network structure where multiple client computers (users) access services from a centralized server (e.g., library database server).
- Peer-to-peer (P2P) network: A decentralized network where computers share resources directly without a central server.
- Internet: The global network that allows users to search, share, and communicate information worldwide.

Input Devices:
- Keyboard & scanner: Used to input book details into a library database.
- Digital cameras & mobile devices: Used to capture images and access digital content.
Storage Devices:
- Optical discs (CD/DVD), Pen drives, Portable Hard Drives, Flash Memory: Used to store digital information such as research papers, journals, and databases.
Security Technologies in Libraries:
- Barcode technology: Used for book identification and borrowing systems.
- Tattle-tape security strips: Installed inside books to prevent theft.
- Radio Frequency Identification (RFID): Uses radio waves to track books and materials efficiently.
- Biometric authentication: Uses fingerprint or facial recognition for secure access control.
Information Resources:
- Books, articles, reports (Physical and digital materials).
- Aggregators & publishers (Provide access to digital content).
- Institutional Repositories (IRs) (Online databases storing academic research and publications).

Integrated Library Management System (ILMU, KOHA, OPAC): Used for cataloging, circulation, and managing digital and physical collections.
- OPAC (Online Public Access Catalog) allows users to search for books online.
ARCHIVE COMPASS System: A digital archive system that helps manage and preserve historical records and documents.
MUSEUM EmbARK System: A specialized system used in museums to catalog and manage artifacts and exhibits.

The components/elements/ building blocks/fundamentals of an IT SYSTEM are:

DATA CAPTURE
- The process of collecting information from a document and converting it into digital data.
- Example: Barcode scanners capture book details in a library database. Optical Character Recognition (OCR) converts scanned texts into editable documents.
DATA PROCESSING
- Involves converting, analyzing, computing, and producing different types of data and information.
- After data is captured, it must be organized and processed to be useful.
- Example: Library management systems process book loans and due dates.
GENERATION OF INFORMATION
- Processed data is converted into meaningful information for decision-making.
- Example: A library catalog system organizes book details for easy access.
STORAGE OF INFORMATION
- Information is stored in various formats for future use.
- Example: Facebook.com stores user data for social networking. Google Drive stores documents, spreadsheets, and files online.
RETRIEVAL OF INFORMATION
- Finding and copying stored data for further distribution and processing.
- Example: A library user searches for a book in an OPAC system.
TRANSMISSION OF INFORMATION
- Distributing information through communication networks.
- Example:
  - Sending emails, sharing files, or live-streaming lectures.