INFS213 Information Management Quiz
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Questions and Answers

What is the primary purpose of a Digital Asset Management System (DAMS)?

  • To manage financial transactions within an organization
  • To create and distribute print media exclusively
  • To capture, catalog, store, and manage digital assets (correct)
  • To track employee performances in a workplace

    • Which of the following is NOT an element of Digital Asset Management Systems (DAMS)?

  • Ability to send emails to patrons (correct)
  • Ability to group assets into collections
  • Ability to publish to various digital formats
  • Ability to define rights and permissions

    • What is a key feature of a Learning Content Management System (LCMS)?

  • It manages digital video and audio assets
  • It exclusively tracks library patrons and their accounts
  • It combines the capabilities of CMS and LMS (correct)
  • It is solely for offline learning environments

    • What does a Library Management System (LMS) primarily track?

    <p>Items and patron accounts in the library</p> Signup and view all the answers

    Which of the following features is included in a Digital Asset Management System (DAMS)?

    <p>Ingesting and indexing digital assets</p> Signup and view all the answers

    What is the definition of data?

    <p>Data consists of facts and figures that are independent and unrelated.</p> Signup and view all the answers

    How is information defined in relation to data?

    <p>Information is data processed into a valuable context.</p> Signup and view all the answers

    Which of the following statements about data processing is true?

    <p>Data must be placed in context before it can be used effectively.</p> Signup and view all the answers

    What role does information play in relation to knowledge?

    <p>Information enhances existing knowledge by providing new insights.</p> Signup and view all the answers

    Which example best illustrates data?

    <p>Colors of a traffic light.</p> Signup and view all the answers

    In the context of organizations, why is processing data vital?

    <p>It helps achieve specific goals and makes data actionable.</p> Signup and view all the answers

    Which of the following is an incorrect statement about information?

    <p>Information can exist without data.</p> Signup and view all the answers

    Which option best describes a common misconception about data and information?

    <p>Data provides meaning on its own.</p> Signup and view all the answers

    What is a potential consequence of sharing customer data without consent?

    <p>Information privacy issues</p> Signup and view all the answers

    Which of the following is a benefit of having an Information Management (IM) strategy?

    <p>Promotes openness of communications</p> Signup and view all the answers

    What is the first task in the Information Management process?

    <p>Identifying current and future information needs</p> Signup and view all the answers

    What task involves ensuring that only entitled personnel have access to certain information?

    <p>Ensuring information security</p> Signup and view all the answers

    How can an Information Management strategy influence company culture?

    <p>By fostering a culture of knowledge sharing</p> Signup and view all the answers

    What does collecting information in Information Management tasks primarily focus on?

    <p>Gathering data for both current and future needs</p> Signup and view all the answers

    What is a primary reason for identifying information sources within an IM strategy?

    <p>To ensure the organization is informed</p> Signup and view all the answers

    What role does an IM strategy play in responding to a changeable business environment?

    <p>It helps managers anticipate changes</p> Signup and view all the answers

    What does the 'C' in the CIA Triad stand for?

    <p>Confidentiality</p> Signup and view all the answers

    Which of the following best describes integrity in information security?

    <p>Ensuring information remains whole, complete, and uncorrupted.</p> Signup and view all the answers

    What is a common method used to ensure confidentiality?

    <p>Access control measures</p> Signup and view all the answers

    What element of the CIA Triad focuses on ensuring data is accessible to authorized users?

    <p>Availability</p> Signup and view all the answers

    What legislation in Ghana emphasizes the importance of maintaining confidentiality of data?

    <p>The Data Protection Act</p> Signup and view all the answers

    What can lead to a breach of integrity in information?

    <p>Unauthorized replication of data</p> Signup and view all the answers

    How does data become corrupted during transmission?

    <p>Due to unauthorized interventions or errors</p> Signup and view all the answers

    What role do research libraries play in regards to availability?

    <p>They require identification for authorized access.</p> Signup and view all the answers

    What is a key reason for the increasing complexity of information management in organizations?

    <p>High levels of information duplication</p> Signup and view all the answers

    Which component is NOT considered part of information management?

    <p>Social media engagement</p> Signup and view all the answers

    What is the primary focus of information management (IM) as a discipline?

    <p>Addressing the accountability for various aspects of information</p> Signup and view all the answers

    What is spam primarily characterized by?

    <p>Unsolicited and mostly irrelevant messages</p> Signup and view all the answers

    What is one consequence of the changing value of information?

    <p>Information that is currently valuable may lose importance over time</p> Signup and view all the answers

    Which of the following describes phishing?

    <p>Using fraudulent means to obtain sensitive information</p> Signup and view all the answers

    Which element is primarily responsible for the execution of information management strategies within an organization?

    <p>People</p> Signup and view all the answers

    How does spyware threaten information security?

    <p>It grants unauthorized access to user activities.</p> Signup and view all the answers

    What role does information play in a business according to the principles of information management?

    <p>It provides competitive advantages</p> Signup and view all the answers

    What is one of the main effects of spam on users?

    <p>Makes accessing relevant information difficult</p> Signup and view all the answers

    What does the effective definition of information management entail?

    <p>Distribution of information regardless of format</p> Signup and view all the answers

    Which of the following is considered a method of social engineering?

    <p>Manipulating individuals to reveal confidential info</p> Signup and view all the answers

    What primarily drives the need for information management in organizations?

    <p>The growth of the digital universe</p> Signup and view all the answers

    What precaution should users take regarding passwords?

    <p>Never give out passwords to anyone</p> Signup and view all the answers

    What type of attack attempts to compromise the privacy or access to information through networks?

    <p>Network attacks</p> Signup and view all the answers

    What is an example of a password attack?

    <p>Brute force attempts to guess passwords</p> Signup and view all the answers

    Study Notes

    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. 
    • 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

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    INFS213 Information Management (2020/2021) PDF

    Description

    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.

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