Chapter 1

Information Management
Concepts and
Fundamentals
CC 105 – Information
Management
Table Of Contents

01. Information Management 02. Information Life Cycle

Accurate and Reliable Integration of Systems
Information Interoperability
Content Knowledge Management
Culture Management
Data Multimedia
Data Collection People
Data Dissemination Process
Data Governance Records
Data Security and Privacy Structured
Information Technology
Information Life Cycle Text
Information Management Unstructured Data
Information Overload
Information Storage
At the end of the lesson, the students
shall be able to:
1.discuss the basic terms and concepts
associated with Information
Management and Information Life
Cycle
01
Information
Management
Chapter 1 - Information Management
Concepts and Fundamentals
 Outline

Tools
Basic terms in
Information Key Components
Management Challenges
Information
Goals
Management,
Defined
What is Data?
it is in a 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

Who creates data?

Individuals Businesses
Categories of
Data
Structured Unstructured

Note: Over 80% of Information is unstructured

Transforming Data into Information
through a Process
What is
Information?
They are the organized form of data

They are data that had been processed so that they are meaningful

They are data that had been processed for a purpose

They are data that had been interpreted and understood by the recipient.
 What is
Management? This notion motivate others
It is an individual or a group Its function is to Plan, to do the work and co-
of individuals that accept Organize, Direct and Control ordinate (i.e. bring together)
responsibilities to run an all the essential activities of all the work for achieving the
organization. the organization. objectives of the
organization.

These resources are used for

It brings together all 6M’s
achieving the objectives of
which are Men and Women,
the organization such as
Money, Machines, Materials,
maximum sales and profits,
Methods and Markets.
business expansion, etc
 Brief History of Information
Management

By 1970s this was limited to

files, file maintenance, and With Information technology By the late 1990s network
the Life cycle management of starting 1970s it includes data managers, in a sense, became
paper-based files, other maintenance. information managers.
media and records.
 What is Information
Management?

Information management It encompasses a set of The goal of information

involves the collection, processes, strategies, and management is to ensure
organization, storage, technologies that aim to that relevant and accurate
retrieval, and dissemination efficiently handle information is available to
of information within an information throughout its the right people at the right
organization or system. lifecycle. time.
Why Information Storage?
Why is Information
Management Important?
It keeps you out of
trouble
It enables you to make
money
It saves you money

It allows for increased

knowledge, decreased
inefficiency, and better
creation and
implementation of
action plans to address
areas of opportunity.
Components of Information
Management
Information Resources
Goals of Information Management
The goals of information management are centered around ensuring that
information is effectively collected, organized, stored, and utilized to
support the goals and objectives of an organization

Achieving these goals contributes to the overall success and

competitiveness of an organization by leveraging information as a
strategic asset.

Effective information management is not only about the technology used

but also about aligning people, processes, and technology to support the
organization's objectives.
 Key Goals of Information Management
Timely Access
Accurate and Reliable Information Efficient Storage and Retrieval
Enable timely access to information for
Ensure that information is accurate, Optimize the storage and retrieval of
decision-making and operational
reliable, and of high quality. This information to maximize efficiency. This
processes. This goal emphasizes the
involves validating data sources, includes organizing data in a way that
importance of retrieving relevant
implementing data validation allows for quick and easy access, as
information when it is needed,
processes, and maintaining data well as implementing efficient storage
reducing delays and improving
integrity. solutions.
efficiency.

Data Security and Privacy Collaboration and Communication

Implement measures to secure Facilitate effective collaboration and
sensitive information, protect against communication within the organization
unauthorized access, and ensure by providing mechanisms for sharing
compliance with privacy regulations. and disseminating information. This
This is crucial for maintaining the helps improve teamwork and ensures
confidentiality and integrity of that relevant information reaches the
information. right individuals.
Key Goals of Information Management
Strategic Decision Support Knowledge Management
Compliance and Governance
Provide support for strategic decision- Capture, organize, and share
Establish and enforce policies,
making by offering insights derived organizational knowledge to enhance
procedures, and standards to ensure
from data analysis. This involves overall productivity and innovation.
compliance with regulatory
leveraging information to identify
requirements and industry standards. This involves creating a knowledge-
trends, opportunities, and potential
Information management should align sharing culture and utilizing tools that
risks that can inform organizational
with legal and ethical considerations. facilitate knowledge dissemination.
strategies.

Cost-Effective Information Systems Adaptability and Scalability Continuous Improvement

Ensure that information management Design information management Foster a culture of continuous
systems are cost-effective and aligned systems that can adapt to changing improvement by regularly assessing and
with the organization's budgetary organizational needs and scale to refining information management
constraints. This includes evaluating and accommodate growing data volumes. processes. This involves staying current
optimizing the use of technology and This goal is essential for future-proofing with technological advancements and
resources. information management solutions. industry best practices.
Challenges of Information
Management Data Quality
Data Security and Privacy
Protecting sensitive information from
Maintaining the accuracy, consistency,
unauthorized access, cyber threats,
and completeness of data is a
and ensuring compliance with data
persistent challenge. Poor data quality
privacy regulations are significant
can lead to erroneous decision-making
challenges. The increasing frequency
and hinder the effectiveness of
and sophistication of cyber-attacks
information management systems.
pose ongoing risks.

Information Overload
Integration of Systems
With the exponential growth of data,
Many organizations use multiple
organizations may face challenges in
systems and platforms for different
managing and making sense of vast
functions, leading to challenges in
amounts of information. Information
integrating these systems to enable
overload can lead to difficulties in
seamless data flow and avoid data
identifying relevant data and extracting
silos..
meaningful insights.
Challenges of Information
Management Technology Obsolescence
Rapid advancements in technology can
User Adoption and Training
Employees may resist adopting new
information management systems or
render existing information
lack the necessary skills to use them
management systems outdated.
effectively. Adequate training and
Organizations must invest in keeping
change management strategies are
their technology infrastructure up-to-
essential for successful
date to remain competitive.
implementation.

Interoperability
Data Governance and Compliance
Ensuring that different systems and
Establishing and enforcing effective
applications can work together
data governance policies and ensuring
seamlessly is crucial. Interoperability
compliance with regulatory
challenges can arise when integrating
requirements can be complex. Failure
legacy systems with newer
to comply with regulations can result in
technologies or when different systems
legal and financial consequences.
use incompatible standards.
Challenges of Information
Management
Cultural and Organizational Change
Shifting to a culture that values
Scalability and Performance
As data volumes grow, information
information management and embraces
management systems must be able to
data-driven decision-making may
scale effectively to handle increased
require significant organizational
loads without sacrificing performance.
change. Resistance to change and lack
Scalability challenges can arise in both
of cultural alignment can impede
storage and processing capabilities.
progress.

Cost Management Knowledge Retention and Transfer

Implementing and maintaining robust Organizations face challenges in
information management systems can capturing and retaining institutional
incur substantial costs. Organizations knowledge, particularly when
need to balance the benefits of experienced employees leave. Effective
information management against the knowledge transfer mechanisms are
associated costs and ensure a good crucial for continuity and avoiding the
return on investment. loss of critical information.
Tools of Information Management
• Examples: MySQL, Microsoft SQL Server, Oracle Database.
Database Management • Purpose: Storing, organizing, and managing structured data
Systems (DBMS): in databases.

• Examples: SharePoint, Documentum, Alfresco.

Document Management • Purpose: Managing, versioning, and organizing digital
Systems (DMS): documents and files.

• Examples: WordPress, Drupal, Joomla.

Content Management • Purpose: Managing and publishing digital content, including
Systems (CMS): articles, images, and multimedia.

• Examples: Amazon Redshift, Google BigQuery, Snowflake.

Data Warehousing Tools: • Purpose: Storing and analyzing large volumes of data for
business intelligence and analytics.
Tools of Information Management
Examples: Elasticsearch, Apache Solr.
Search and Retrieval Tools: Purpose: Enabling quick and efficient search and
retrieval of information from large datasets.

Examples: Tableau, Power BI, QlikView.

Business Intelligence (BI) Tools: Purpose: Analyzing and visualizing data to support
decision-making processes.

Examples: Firewalls, antivirus software, encryption

tools.
Information Security Tools: Purpose: Protecting information from unauthorized
access, ensuring data integrity and confidentiality.

Examples: Microsoft Teams, Slack, Asana.

Collaboration Tools: Purpose: Facilitating communication, collaboration,
and project management among team members.
02
Information
Life Cycle
Chapter 1 - Information Management
Concepts and Fundamentals
Information Life Cycle
The information lifecycle 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

Information Life Cycle
Components of Information
Lifecycle
Data Organization: Structuring and
Data Storage: Storing data securely
Data Collection: Gathering relevant categorizing data in a way that
and efficiently, considering factors like
data from various sources, both facilitates easy retrieval and analysis.
accessibility, security, and scalability.
internal and external to the This often involves the use of
This can involve physical storage (e.g.,
organization. databases, file systems, or other
servers) or cloud-based solutions.
organizational structures.

Data Dissemination: Distributing

Data Retrieval: Ensuring quick and
information to the relevant
accurate access to information when
stakeholders in a timely and
needed. This may involve the use of
appropriate manner. This could include
search mechanisms, retrieval systems,
reports, dashboards, or other
or databases.
communication channels.
Components of Information Lifecycle
Information Lifecycle
Data Security: Implementing Data Governance: Establishing
Management (ILM): Managing
measures to protect information policies, procedures, and standards
information from its creation or
from unauthorized access, for managing and using
acquisition through its usage,
alteration, or destruction. This information. This helps ensure data
storage, and eventual disposal.
includes encryption, access quality, compliance, and
This involves determining the
controls, and other security adherence to regulatory
appropriate retention and
protocols. requirements.
destruction policies.

Knowledge Management:
Focusing on capturing, organizing,
and sharing organizational
knowledge to enhance decision-
making and improve overall
performance.
Stages of Information Life
Cycle
Information Management Life Cycle
Process
Any Question?
Some clarifications needed?
Thank You!
Thank you for listening.