Information Management

Processes of Information Management

  • Identifying information
  • Acquiring information
  • Organizing information
  • Storing information
  • Disseminating information
  • Using information

Identify information

  • Understanding of the context of the problem
  • What information is available both inside and outside the organization

Acquiring Information

  • Information can be created as:
    • Collected by-product of a business process.
    • Collected from records about customers, orders, and sales.
    • Collected from other sources like government agencies, business associations/organizations.
    • Bought from sources outside like research firms on particular products, markets, competitors, innovations, sourcing, and industries.
  • Environmental scanning
    • Filtered and structured information from recognized sources, individuals, institutions, ect. outside the organization.
    • Informal interaction between employees and other groups within the organization

Organizing Information

  • What’s required in cataloguing the information:
    • who wrote/created the information,
    • publisher or copyright owner,
    • when it was published/created,
    • the title/name/listing/ect.
  • Classifying the information into categories (subject headings).

Storing Information

  • Done electronically in a large distributed data base system.
  • Manner/format of storage will depend on the particular organization, and how well they manage and perceive their information assets.

Disseminating and Using Information

  • Connecting users with the information they need is one of the most crucial processes.
  • Developing a rich culture of information sharing.
  • Getting the right information to the right people when they need at the right time.
  • Important Questions:
    • What information did I use and was it appropriate?
    • What else do I need?
    • How do I share the results of this work?
    • How was information accessed?

(BlackBoard, 2007)

Reference:

Blackboard, 2007, viewed on 5th August 2007, http://bb-sgvn.rmit.edu.vn/

Information management cover all elements:

- people
- process
- technology
- content

In terms of technology, information management encompasses systems such as:

  • web content management (CM)
  • document management (DM)
  • records management (RM)
  • digital asset management (DAM)
  • learning management systems (LM)
  • learning content management systems (LCM)
  • collaboration
  • enterprise search and many more…

Common information management problems include:

  • Large number of disparate information management systems.
  • Little integration or coordination between information systems.
  • Range of legacy systems requiring upgrading or replacement.
  • Direct competition between information management systems.
  • No clear strategic direction for the overall technology environment.
  • Limited and patchy adoption of existing information systems by staff.
  • Poor quality of information, including lack of consistency, duplication, and out-of-date information.
  • Little recognition and support of information management by senior management.
  • Limited resources for deploying, managing or improving information systems.
  • Lack of enterprise-wide definitions for information types and values (no corporate-wide taxonomy).
  • Large number of diverse business needs and issues to be addressed.
  • Lack of clarity around broader organisational strategies and directions.
  • Difficulties in changing working practices and processes of staff.
  • Internal politics impacting on the ability to coordinate activities enterprise-wide.

Ten key principles to ensure that information management activities are effective and successful:

  1. recognise (and manage) complexity
  2. focus on adoption
  3. deliver tangible & visible benefits
  4. prioritise according to business needs
  5. take a journey of a thousand steps
  6. provide strong leadership
  7. mitigate risks
  8. communicate extensively
  9. aim to deliver a seamless user experience
  10. choose the first project very carefully

Robertson.J, 2005, 10 principles of effective information management, Knowledge Management Column, viewed on 20th August 2007, [http://www.steptwo.com.au/papers/kmc_effectiveim/index.html/]

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