MODULE 1: INTRODUCTION TO INFORMATION MANAGEMENT

Introduction

In this module, students will learn the fundamentals and core principles of
information management

Learning Objectives

At the end of this module, students should be able to:

1. Differentiate data from information.

2. Describe the characteristics and value of information used to evaluate the quality
of data.
3. Define what Computer-based Information System (CBIS) is.
4. Understand the purpose of Information Management.

Lesson 1: Information Concept

Data, information, and knowledge

Data: Raw facts

Information is a set of facts that have been organized in such a way that they have
worth beyond the facts themselves.

Process: A sequence of logically related tasks carried out to attain a specific

goal.

Knowledge is the awareness and comprehension of a set of facts. Types

of Data
Data Represented By
Alphanumeric Data Numbers, letters and other characters
Image Data Graphic images and pictures
Audio Data Sound, noise or tones
Video Data Moving images or pictures
Data, Information and Knowledge

The transformation process

DATA (applying knowledge by INFORMATION
selecting, organizing, and
manipulating data)

Process of Transforming Data into Information

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Lesson 2: Characteristics and Value of Information

If information is not accurate or complete

 People can make bad decisions that cost tens of thousands of dollars, if not
millions of dollars and information can be of little use to a company.
 If information isn't relevant, it's either not supplied to decision makers in a timely
manner or it's too complicated to comprehend.

The following are the Characteristics of Valuable Information:

Characteristics Definition
Authorized users should have easy access to information in the
Accessible
right format and at the right time to satisfy their needs.
Error-free data is accurate data. In some circumstances,
Accurate incorrect data is input into the transformation process, resulting
in false information.
Complete All of the key facts are included in the complete information.
Information should also be affordable to generate.
Economical Decisionmakers must always weigh the usefulness of data
against the expense of gathering it.
Flexible Flexible data can be applied to a wide range of applications.
For the decision maker, relevant information is critical.
Relevant Information indicating a decline in lumber prices may not be
significant to a computer ship maker.
Users can rely on reliable information. In many circumstances,
the information's trustworthiness is determined by the data
Reliable gathering method's reliability. In other cases, the information's
dependability is determined by the source. A notion that oil
prices will rise from an unknown source may not be true.
Secure Unauthorized users must not be able to access information.
Information should be easy to understand and not unduly
complicated. It's possible that sophisticated and thorough
Simple information won't be required. In fact, having too much
information can lead to information overload, where a decision
maker is unable to decide what is truly important.
Timely Timely information is delivered when it is needed.
The information provided should be verifiable. This implies you
Verifiable may double-check it, possibly by examining multiple sources
for the same information.

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Valuable information

 Can assist individuals and organizations in completing activities more efficiently

and effectively.
- Can assist managers in determining whether or not to invest in new
information systems and technology.
Lesson 3: Computer-based Information System

- is a well-organized combination of hardware and software technologies, as

well as human aspects, that produces fast, accurate, and usable data for decision-
making.

- is a type of information system that uses computer technology to carry out

some or all of its activities.
- A single set of hardware, software, databases, telecommunications, people
and procedures that are configured to collect, manipulate, store and process data
into information
- An information system in which the data is collected, stored and processed in
digital form using computerized process.
- PURPOSE FOR BUSINESS ORGANIZATIONS: provide firms especially
managers with appropriate kind of information to help them make decisions. It is
used to collect and analyze data from all departments and is designed to provide an
organization's management with up-to-date information anytime.

The basic components of computer-based information system are:

 Hardware– these are the devices like the monitor, processor,

printer and keyboard, all of which work together to accept, process, show data
and information.
Include keyboards, mouse, and other pointing devices,
INPUT scanning devices and equipment that can read
DEVICES magnetic ink characters.
PROCESSIN Include computer chips that contain the central
G DEVICES processing unit and main memory.
STORAGE Include the magnetic tapes, magnetic disks (ADP),
DEVICES optical disks and USB memory sticks.

OUTPUT
DEVICES Include computer screens and printers.

 Software– are the programs that allow the hardware to process the data.

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 TWO TYPES OF SOFTWARE

a. SYSTEM SOFTWARE – this control basic computer operations

including start-up and input and output.
EXAMPLE : Microsoft Windows, Mac (for Apple devices)
Apple's iOS, Google's Android and Windows Phone
OS

b. APPLICATION SOFTWARE – applications that allow you to

accomplish specific tasks including word processing and
drawing charts.
EXAMPLE: MS Word, MS Excel, MS PowerPoint

 Databases– are the gathering of associated files or tables containing related

data.
 Networks– are a connecting system that allows diverse computers to
distribute resources.
 Procedures– are the
commands for combining the components above to process information and
produce the preferred output. Include strategies, policies, methods, and rules
for using the CBIS.
 Telecommunications- the electronic transmission of
signals for communications.
 Internet – World’s largest computer network, consisting of thousands of
interconnected networks, all freely exchanging information.
 People – The most important element in most computer-based information
systems.

What is known as the information technology platform consists of the first four
components (hardware, software, database, and network). These components might
then be used by information technology professionals to build information systems
that monitor safety, risk, and data management. Information technology services refer
to these activities.

COMMON TYPES OF COMMON-BASED INFORMATION SYSTEM

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1. TRANSACTION PROCESSING SYSTEM
computer-based system that captures, classifies, stores, maintains,
updates and retrieves transactions data for record-keeping and for
input to other types of CBIS.
TPS gather, process and store data and reflect business transactions
such as sales, purchases, payments etc.
TRANSACTION – any event of activity that affects the whole
organization.

2. MANAGEMENT INFORMATION SYSTEM

A planned system of collecting, storing and disseminating data in the
form of information needed to carry out the functions of management.
Information system that can provide all levels of management with
information essential to the running of smooth business.
MIS are supported by corporate which includes data gathered by
corporate database which includes data generated by transaction
processing.

3. DECISION SUPPORT SYSTEM

Are interactive software-based system intended to help top-level
managers in making semi-structured decisions by accessing large
volumes of information generated from various related information
systems involved in organizational business process such as MIS and
TPS. A decision is considered unstructured/ semi-structured if there
are no clear procedures for making the decisions and if not all the
factors to be considered in the decision can be readily identified in
advance.
This system use identical data as MIS, but DSS purify the data to
make it more functional to managers.

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LESSON 4: PURPOSE OF INFORMATION MANAGEMENT
Information is organized in a way that makes it easy to access and use.

Information architecture (IA) is the structure of data within a company, and it's what
information management relies on to assure data security, findability, usability, and
interpretation.

Protecting and managing information in the workplace

Effective IM also relies on data and information security, which crosses over into IT
and has significant consequences for data and information privacy, security, cyber
security, and the decommissioning and archiving of old equipment.

Increasing the worth of company information

The opportunities given by focusing on information value were described by Andrew

McAfee and Erik Brynjolfsson in their 2012 Feature in Big Data. “Companies in the
top third of their industry, in terms of data-driven decision making, were, on average,
5% more productive and 6% more profitable than their competitors,” according to the
survey.

Operational risk is managed and mitigated.

Risks will be identified, assessed, evaluated, and mitigated via an effective

information management approach. Every day, businesses confront a variety of
IMrelated hazards, such as noncompliance with regulatory recordkeeping
requirements, unauthorized data destruction, cyber-attacks, data breaches, and lost
or leaked intellectual property (IP) or other valuable information.

Regulatory and legislative compliance are ensured.

Business information is governed by laws and regulations that control how it is

gathered, maintained, utilized, and disposed of. Understanding the many policies and
legislation affecting the process, which frequently covers a lot of ground, is crucial to
minimizing risk.

Managing the lifecycle of information assets in an efficient and effective

manner

A strategy for information management provides a framework, policies, procedures,

and processes for managing information throughout its lifecycle. It considers the
people, processes, and technologies needed to assist in the protection,
management, and extension of the value and usefulness of information. Lifecycle

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management seeks to improve understanding of how information is created,
managed, and used within an organization, as well as to find ways to reduce
inefficiencies and prioritize usefulness over time.

Internal and external collaboration should be promoted and supported.

Collaboration, communication, and information sharing have become critical in

modern businesses, particularly in organizations where employees are dispersed,
work remotely, or are on the go. The continuous evolution of the Internet has resulted
in the proliferation of networks and technological solutions that encourage
collaboration.

Data integration allows for the automation of business processes.

The increased opportunities for business process automation enabled by the

provision of consistent and high-quality data across business applications is a
significant benefit of implementing an effective information management program on
an organizational level.