INFS213 Information Management Quiz

INFS213 Information Management

• Course offered at the University of Ghana, Department of Information Studies
• Topics covered include the concept of information, data, knowledge, and communication, as well as information management systems and challenges

The Concept of Information

• The conception of information has changed over the years, evolving with the development of information systems.
• In modern organizations, information is considered a critical resource, if not more important than land, labor, capital, and entrepreneurship.
• Information is an elusive concept, debated in terms of its relationship with other concepts such as knowledge and data, and in business, intelligence.

Data

• Data are facts, records of events (figures) that have occurred or are about to take place.
• Data, in isolation, are independent, unrelated, unlimited in number, and meaningless.
• Data serves as the starting point in creating information.
• Data includes facts, figures, values, and opinions all used for decision making.

Examples of Data

• No, Yes, No, Yes, Yes, No, Yes, Yes, Yes
• 70, 65, 86, 73, 61, 43
• Red, Amber, Green

Processing Data into Information

• Organizations and individuals need to process data to achieve their goals.
• Example: The colors Red, Amber, and Green, in the context of driving regulations, have specific meanings.

Information

• This is data that has been converted into a meaningful and useful context for specific end users.
• Information must add to existing knowledge regarding an event or place; it must present something new to the recipient.
• Information adds to knowledge, but it must be relevant to an event, state, or process.

Knowledge

• Knowledge is the ability to understand the relationship between pieces of information.
• Knowledge is awareness and understanding of a set of information and ways to use that information to support a task.
• Knowledge is also the capacity to request, structure, and use information in context to create actionable understanding.
• Knowledge encompasses know-how, experience, beliefs, values, ideas, and intuition.

The Knowledge Pyramid

• This model shows the hierarchical relationship between, in ascending order, Data, Information, Knowledge, and Intelligence.

Characteristics of Information

• Relevance
• Timeliness
• Accuracy
• Clarity
• Complete
• Current
• Cost and Value

Functions of Information

• Elimination/Reduction of Uncertainty
• Aids Strategic Planning
• Communication
• Serves as a Memory Supplement
• Simplifies Situations and Problems

Values of Information

• The amount/price a decision-maker is willing to pay for information before making a decision.
• The maximum price one should pay for knowing the actual value of an uncertainty before the decision on a course of action is taken.

Three Main Reasons Why Information is Valuable

• Strategic Resource
• Competitive Advantage
• Decision Making

What makes Information a Valuable Commodity?

• Source of the Information
• Ease of Assimilation
• Accessibility
• Frequency of the Information

Activities

• Activities provided are various practical examples concerning the process of turning data to information, and the roles of the information professional.

Information Management (IM) Strategies & Tasks

• Various components, areas of concern, and tasks involved in managing information in an organization.
• Learning outcomes include strategies in information management, drafting IM policies, discussing important information management issues.

Information Management Systems (IMS)

• IMS systems are computer-based tools deployed to collect, identify, analyze, store, present, and distribute information within an organization.
• IMS are general terms for software designed to facilitate the storage, organization, and retrieval of information within an organization.

Types of IMS

• Content Management System (CMS)
• Enterprise Content Management System (ECMS)
• Document Management System (DMS)

Digital Asset Management System(DAM)

• DAM integrates tools to manage digital assets, enable their exposure to creative tools in video, audio, Web, and print media
• DAMs, encompasses computer software and systems to aid in digital asset management.

Learning Content Management System (LCMS)

• LCMS combines the capabilities of CMS and LMS to manage information needed for learning environments (especially academia)
• LMS- Library Management System- an enterprise resource planning system to manage individual items and patron accounts within a library
• LMS can track purchases, cataloging, and circulation

Records Management System (RMS) -

• This systematically maintains, secures, and classifies records and archives from creation up to eventual disposal
• This may include data analysis procedures and file management techniques

Digital Imaging System -

• Digital imaging systems (DIS) enable capture, storing and distribution of a wide range of records electronically
• This saves physical storage space

Information Management Tasks:

• Identify current and future informational needs
• Identify sources of information
• Collecting the information
• Storing the information
• Facilitating existing methods of using information and identifying new methods for using information

Personal Information Management (PIM)

• PIM is the practice and study of activities individuals perform to acquire, organize, maintain, and retrieve information for everyday use.
• Goal of PIM is to have right information in right place, right format and quality sufficient to meet current needs
• 3 dimensions include; time, location, and form.

Organizational Information Management (OIM)

• OIM requires understanding information inflows within an organization for its proper functioning
• Information flows can be considered from four perspectives; upward, downward, outward, horizontal
• This also helps organizations consider the varying types of information that individuals operating at various managerial levels within the organization would need to perform their duties effectively.

Communication

• Communication is a process of exchanging information, thoughts, ideas, and emotions.
• It involves a sender (encoding), a message, a channel (medium), and a receiver (decoding).
• Communication process is assisted by a response and feedback loop.
• Channels involved in communication can include oral (face-to-face, telephonic), written (emails, letters, memoranda), electronic (instant messaging, videoconferencing), and visual (signs, graphics).

Characteristics of a Profession

• Professionals must have good theoretical knowledge in their field of expertise
• Professionals must have institutional training
• Professionals should have a professional association that aids in maintaining professionalism and ethical standards
• Remuneration of professionals are often determined by the government , or related professional bodies
• Professionals are able to offer reassurance to their clients , and help resolve problems

The Information Professional (IP)

• This professional plays an important intermediary role, mediating between sources, systems, and users of information

Information Scientist Duties

• Organising, managing, and developing information systems, which can be used to store, analyse, and retrieve data for clients, which includes computer systems and databases
• Keeping up to speed with technology changes and advancements in order to keep pace with client requirements
• Research materials for clients and employers using e-resources or other available resources
• Presenting findings effectively and in an easily digestible way for users
• Working with organizations of all sizes

The Librarian

• Librarians are specialists in the collection, storage, processing, and dissemination of knowledge found in libraries
• Performing instructional roles that includes guiding users on how to find information, its use, and effectively use it for personal and professional purposes
• Must be knowledgeable in a wide variety of scholarly information and keep abreast of publishing trends, computers, and the different media forms involved in library work

The Records Manager

• Records managers are experts in the management and preservation of records, both electronic and paper based
• They are responsible for the maintenance and preservation of records associated with an organization

Information Broker Duties

• Information brokers are skilled in meeting the information needs of businesses and individuals by providing appropriate, accurate, authentic and reliable information
• Brokers help to organize, acquire, and evaluate sources of information needed

Knowledge Management (KM)

• Knowledge management (KM) is the systematic process of controlling and managing knowledge in an organization, so it efficiently reaches its intended recipient
• KM focuses on capturing, processing, and distributing knowledge generated within an organization
• Different knowledge management models and knowledge cycles

Information and Communication Technology (ICT)

• Understanding current ICT technologies used in various forms of communication and information handling
• Professionals in these areas play an important role in sharing, retrieving information. 

Key Legal Issues

• Copyright—prohibits the reproduction of any part of an existing work without the express consent of the copyright holder
• Copyright infringement — a violation of the copyright law

Information Ethics

• Deals with the ethical aspects of information management, information technology, and information systems, 

• Includes considerations such as the ethical use of information, intellectual property, and issues of privacy

• Focuses on the need for a framework on how to critically reflect, manage, and utilize information resources ethically. 

References and Recommended Text

• Provided with each subject of study where applicable

Test your understanding of key concepts in information management from the INFS213 course. This quiz covers the evolution of information, the relationship between data and knowledge, and the importance of information systems in modern organizations. Assess your knowledge on how data transforms into valuable information.