RIZAL TECHNOLOGICAL UNIVERSITY

Mandaluyong

Lesson 1

Prepared by: Prof. Jaevier Angcao Villanueva, MIT

1
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

Video

01010101010
Photo 10101011010
00010101011
01010101010
Book 10101010101
01010101010

Letter Digital Data

Who creates data?

– Individuals
– Businesses

2
Data can be categorized as either structured or unstructured data
 Structured
 Data Bases
 Spread Sheets
 Unstructured E-Mail Attachments PDFs
 Forms
X-Rays
 Images Check Unstructured (80%)
 Audio
 Movies Manuals Instant Messages

Images
Over 80% of Information Documents

Forms
is unstructured Web Pages

Contracts
Rich Media

Invoices

Audio Video

Structured (20%)

3
Data that has been processed and arranged/organized in a meaningful form
is
know 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.

4
 Data and information are interrelated. Data usually refers to raw data, or
unprocessed data. It is the basic form of data, data that hasn’t been analyzed
or processed in any manner. Once the data is analyzed, it is considered as
information.
5
 Data Record
s

IR

Tex Multimedia
t

6
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.

7
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.

8
• Information management (IM) is the process by which
relevant information is provided to decision-makers
in a timely manner (Davis, 1997).
• IM is a generic term that encompasses all the systems
and processes within organisations for the creation and
use of corporate information.
• IM aims to get the right information to the right person
at the right place and at the right time (Robertson, 2005).

9
• Information Management can have many different meanings. Good
definitions emphasize that people have information requirements in
order to steer processes by using information technology.

10
• Management of information resources.
• Design of information technology components.
• Analysis of information processing procedures.
• Deriving knowledge from the information corpus.

– “Information management concerns the identification, optimization,

custodianship and connection of information and information-intensive
processes to innovate, achieve competitive advantages, generate business
and customer value, and thrive/survive in an era where information is a
core business asset without which no business goals can be achieved and
an economic good as such”. Wikipedia

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

11
 In term of technology, Information management
encompasses systems such as:
• Web content Management
• Document Management
• Record Management
• Digital Asset Management
• Learning Management Systems

12
 In today’s knowledge economy, organizations that
can’t properly utilize their information assets risk serious
failure. Information management is an emerging field that is
concerned with:
• The infrastructure used to collect, manage, preserve,
store
and deliver information
• The guiding principles that allow information to be
available to the right people at the right time
• The view that all information, both digital and physical,
is
an asset that requires proper management
• The organizational and social contexts in 13
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.

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. With the latest tools available, information management
has become a powerful resource and a large expense for many organizations.

14
Development of the term and concept of IM in three principal
•stages.
In the first stage (the second half of 1960s) the role of IM had been primarily identified with skill of the right
choice and use of data, methods and approaches in solving technical and technological tasks.
• Later in the 1970s the term IM had begun to be frequently used for some tasks of data processing,
• In the second stage (the end of 1970s and during 1980s) the term IM had been used primarily for methods and
approaches of professional working in the field of informatics. The accent had been on the managerial approaches
and techniques for efficient handling of information resources, primarily the efficient design, implementation and
use of information systems (IS). Efficient information processing through IS had been usually considered as final
goal of IM.
• In the third stage (since the beginning of the 1990s) the concept of IM reflects more and more the managerial
priority for the use of IS/IT. The accent is on the final use of IS/IT, i.e. innovative solution of managerial tasks,
primarily the effective fulfillment of the mission and goals of the organization. One can see the growing attention
being paid to the right effectiveness of the information processing ("doing the right things"

15
is to:
• Design, develop, manage, and use
information with insight and innovation
• support decision making and create value
for individuals, organizations, communities,
and societies

16
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.

17
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.

18
1. avoid collecting duplicate information;
2. share and re-use information, respecting legal
restrictions;
3. ensure information is complete, accurate, current,
relevant, and understandable;
4. support access to information, respecting privacy,
policy and legal requirements;
5. safeguard information against unlawful access,
loss and damage; and
6. preserve information in accordance with its
operational, legal, financial and historical value. 19
20
21
Interdisciplinarity

22
 Interdisciplinarity
Interdisciplinarity: bringing together two or
more disciplines
In terms of approach, “interdisciplinary studies
may be defined as a process of answering a question,
solving a problem, or addressing a topic that is too broad
or complex to be dealt with adequately by a single
discipline or profession” (Klein & Newell, 1998, p. 3).
It is through ‘interdisciplinarity’ approach that we
recognize, comprehend, and appreciate links among all
the various factors that shape our complex world.

23
“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

24
25
1. MEGA. Get 50 GB of free cloud storage with MEGA
2. pCloud. Get 10 GB of free online storage is offered by pCloud
3. MediaFire. Get 10 GB of free online file hosting with MediaFire
4. Dropbox. Start off with 2 GB of free space with several simple
ways of earning more, up to around 18 GB
5. Box. Get 10 GB of free online storage space is offered by Box
6. FlipDrive. Get 10 GB of initial storage
7. Google Drive Gets 15 GB of free space
8. OneDrive. Gets 5 GB of free space when they sign up
9. hubiC Get 25 GB of file storage at no cost with hubiC.
10. OziBox Get 10 GB of free online storage space.
•

26
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
27
 cor·pus (kôr p s) :A large collection of writings of a specific kind or on a specific
subject

• 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).

28
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.

29
 The Commission on Federal Paperwork United state
set out a very basic life cycle, which identified the following five
stages

Requirements'

Determination

Disposition Collecting

Use Processing

30
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.

31
 Information Management Lifecycle
• The following diagram illustrates the seven (7) stages comprising the
life cycle of information assets.

32
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.

33
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.

1) Managing your information saves you

money
2) Managing your information makes you money
3) Managing your information keeps you out of trouble
4) Promote the efficient use of institutional resources,
5) Make information easier to find in the future,
6) and ensure its protection and preservation - all in accordance
with
business, legal and policy requirements

34
• 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
– At the right place
– In the right format
– At the right price

35
Q & A time

36