Chapter 1_Introduction to OI.pdf

INTRODUCTION TO ORGANIZATION AND ACCESS TO INFORMATION Chapter 1  Table of Contents 2. 3. 1. Understanding the Understanding the Und...

INTRODUCTION TO ORGANIZATION AND ACCESS TO INFORMATION Chapter 1  Table of Contents 2. 3. 1. Understanding the Understanding the Understanding the Concept Concept of Information Concept of Access to Storage and Retrieval Information of Organization of Information (ISR) Understanding Keywords + Definitions/Synonyms Access - Merriam-Webster Dictionary & Thesaurus Ability to understand The process of something obtaining Organization Retrieval The process of organizing or The process of Information being organized getting something back Detail about A place / A place something / for storing someone State of affairs, elements, factors. The circumstances that form the setting for a Concept Theory statement or idea. - or - In terms of which it can be fully understood  Table of Contents THE CONCEPT OF ORGANIZATION OF INFORMATION 1. Understanding the Concept of Organization of Information ORGANIZATION OF INFORMATION ___________ of Information refers to the activities of gathering information and bring it together into similar group/groups. A good organization of information will promote access to information ___________.  ORGANIZATION OF INFORMATION DEFINITION Organize ~ “To form into ___________ unity or functioning; integrate” “To arrange or order things so INTRODUCTION that they can be found or used easily or ___________ ” Organize is a basic human drive. Human learning is based upon the ability to analyze, organize, and retrieve data, information and knowledge. To process the relationship among all of To recognize patterns, to compare these experiences, concept and ideas. WHY WE NEED TO ORGANIZE INFORMATION ? 1. Understand – Organization helps us to make sense of many things in daily life. 2. Save time – We ___________ to access information, things and services in a timely manner. 3. Collocate – We organize to bring similar things or ideas together into groups. 4. Retrieve – We ___________ because we need to retrieve. Current scenario in ORGANIZATION OF INFORMATION Information around us and needed in all aspect of our life Everyday activities and actions are dependent on the rest of the world around us being organized. Kitchens are organized so that cooking equipment is easily accessible, can be used as needed. Item in a newspaper are organized into specific sections so that similar stories are presented together – comics and obituaries. Personal music collections are organized so that we can find just the right song when we want it. ___________ are organized so that documents are retrievable, and work can be done.  ORGANIZATION OF INFORMATION – In older days In 1800 – 1960s (before computer existed) See the pattern of organizing information in banks How the organize the bank accounts for customers ? How they make sure it is easy to retrieve the customer account/s and money ? How they keep track with the money in the account/s? The pattern of organizing information in hospitals The patients records The doctors attended who/whom patients How they make it easier to retrieve the records ? How they arrange it ? What type of coding that they used ?  THE SIGNIFICANT OF ORGANIZATION OF INFORMATION Organization is a very important part of everyday life ~ it can be the key to efficiency, progress and even survival. ___________ of information is reliant on upon its having organized. Organization of information allows us to save copies of all kinds of works that result from human events, such as ; books, art works, ___________ , tweets, government documents.  MAXIM ON ORGANIZATION OF INFORMATION A PLACE FOR EVERYTHING AND EVERYTHING IN ITS PLACE This means that the best way to stay well organized is to keep things in the right positions  Table of Contents THE SYSTEM/METHODS USED TO ORGANIZE 2. INFORMATION Understanding the Concept of Information Storage and Retrieval (ISR) INFORMATION STORAGE AND RETRIEVAL The activity of obtaining information resources relevant to an information need from a ___________ of information resources. It is a part of information science ~ which activities relating to the retrieval of information.  INFORMATION STORAGE AND RETRIEVAL (ISR) What is ISR ? Features Generally, ISR is the science of ISR is interdiciplinary based on searching for documents, for computer science, mathematics, information within documents, library science, information science as well as that of searching and technology, information relational ___________ and architecture, cognitive psychology, WWW. linguistic, statistic and physics.  COMPONENT OF ISR Information Descriptor Document Transmission of Carrier Address Information Keywords that we use for searching Transmission of Information means to information from a storage device. supply any document to the hand of user Document address when needed. It is something that It can also be a terminology or term can be ISBN, ISSN, can store information. Code Number, Call Information Retrieval used in searching Number, Shelf Number System uses various Such as; or File Number. networking tools for Film doing this. Magnetic Tape It helps us to CD / DVD ___________ information  S ARE FUNCTIONS OF INFORMATION RETRIEVAL CT ION FUN Primary function is to supply the right information to the right user at the right time 1st step Content 2nd 3rd Content Analysis ___________ Presentation To analyze the To collect acquired A system for presenting information from information. information to the user. various sources. Final Step Creation of 5th Creation of 4th ___________ Search File/Store Method Authority decide what Authority creates a new Authority disseminate kind of search logic used file for storing their information to the user for searching & retrieving collected information. by a systematic way. information  ONLY TWO TECHNIQUES ; TECHNIQUES OF INFORMATION RETRIEVAL TRADITIONAL SYSTEM NON-TRADITIONAL SYSTEM Has TWO types. Main function of library and information 1. SEMI-AUTOMATIC SYSTEM agencies is to acquisition, organizing, Combination of man & machine to preservation and dissemination of materials – retrieve information. so they follow the traditional system. Besides the use of machines, It's also The example of traditional systems ; needed a human intelligence & 1. Catalog physical labor to retrieve information. 2. Index 3. Abstract act as 2. AUTOMATIC SYSTEM RETRIEVA 4. Bibliography TOOLS L First introduced in late 1980s. 5. Authority file All works and play are done by the help of computer & modern technologies. mber. le co nt ai ns call & class nu Examples; Computer, CD-ROM, List of fi ation trieving inform Importan t to ol s fo r re Internet  Table of Contents ACCESS TO INFORMATION 3. Understanding the Concept of Access to Information ACCESS TO INFORMATION Access to Information refers to the ability to connect to a particular ___________ or network system and obtain information. Such as information from a book, database, internet, offices, governments documents, courts, etc…  ALL YOU NEED TO KNOW ABOUT INFORMATION What is Information ? Information Needs By Fritz Machlup 1. A clue An ___________ need arises 2. Something one did not before. when someone requires 3. Useful in some way to the person information to make a receiving it. decision, solve a problem or 4. Can reduce uncertainty. gain a new knowledge about 5. Used in ___________. a topic. Information Needs in Professional World Characteristic of Information Relevant to their field of work - 1. As commodity - can be sold & bought need for the job/work to be done 2. Unlimited - too much information available correctly 3. ___________ - can be summarized for easier Relevant to their organization - handling aware of news and information 4. Shareable - can be shared and used by about the work place. many people at the same time Irrelevant to their field of work - 5. Expandable - can be elaborate whenever needed for daily life you want  Why we need to access information ? 1. Information is powerful ! 2. We need ___________ to keep up with daily life. 3. We need information in decision-making. 4. Information itself has its ___________ and importance. Let’s do this together… To sums-up this topic, list four (4) significant of Access to Information. 1. __________________________________ 2. __________________________________ 3. __________________________________ 4. __________________________________  Current scenario in ACCESS TO INFORMATION Access to Information ___________ Act. International Day for Universal ________________________ Access to Information proclaimed by ________________________ UNESCO ________________________ Access to Information Laws – is an integral part of fundamental right of freedom of expression (Article 19 of the Universal Declaration of Human Rights (1948)  Current scenario in ACCESS TO INFORMATION 135 UN member states have adopted constitutional, statutory & policy for public access to information __countries adopted Access to Information Laws The Concept of Access to Information will NOT success if information is not being organized.  THE PURPOSE 1. Speed up access to information 3. Improves the efficiency of The process of acquiring activities in information agencies information become faster and meet user’s information for user and organization ___________ and expectation This will smoothen the process such as research activities or any related task because user can get the access to the information and manage it accordingly based on the task given. 2. Improves decision-making process The right ways of access and managing the information will 4. Increase user satisfaction helps in decision-making process. The organization is able to give ___________ answers or shorten the time it takes to improve a product or The elements of good data, service. information, facts and figures will help in deciding the right When they are managing the information in proper ways, they will shorten time of providing access and decision with actual fact support. user will get the information in the fastest ways. Indirectly, user will be satisfied with the services given.  “We are not in Information Age anymore… We are in the Information Management Age.” Chris Hardwick So don’t worry… YOU ARE ON THE RIGHT TRACK  THE RELATION BETWEEN ORGANIZATION OF INFORMATION & ACCESS TO INFORMATION  1. Exercise In order to understand the NEED to access information, you’re going to do a simple exercise. In a group of 3 persons, discuss and gather information about a TRIP. You and your friends are going to Desaru for holiday. Your main objective is food hunting. The durations of your stay are 3 days & 2 nights. Check-list: 1. Transportation - from Kelantan. UTE S ! 0 MIN NLY 1 2. Accommodations - 3 nights in Desaru. 3. Foods O U H A VE O 4. Places that worth to visit. Y 5. Any information that are relevant.  THE RELATIONS Information The realization Actions Taken Success Explosion vs Information Access to Overload Need to organize Information Information information being organized Too much information + Used the appropriate system/method  Awesome Words Organizing is what you do before you do something, so that when you do it, it is not all mixed up A.A. Milne Thanks