Subject: IT 204/IT 204L INFORMATION MANAGEMENT 1

Instructor: Rene C. Radaza, MSIT

Course Description
This course provides the students with an introduction to the core concepts of data and
information management.

It is centered around the core skills of identifying organizational information requirements,

modeling them using conceptual data modeling techniques, converting the conceptual data
models into relational data models and verifying their structural characteristics with
normalization techniques, and implementing and utilizing a relational database using an
industry-strength database management system.
The course will also include coverage of basic database administration tasks and key concepts
of data quality and security. In addition to developing database applications, the course helps
the students understand how large-scale packaged systems are highly dependent on the use of
DBMSs. Building on the transactional database understanding, the course introduces data and
information management technologies that provide decision support capabilities under the
broad business intelligence umbrella.

What is Data?

Raw facts, or facts that have not yet been processed to reveal their meaning to the end-user or
unorganized form (such as alphabets, numbers, or symbols) that refer to, or represent,
conditions, ideas, or objects. Data is limitless and present everywhere in the universe.

Most data is being converted into a digital format

• Driven by user demand
• Facilitated by
 Increase in data processing capabilities
 Lower cost and increased speed of storage
 Affordable and faster Network
Who creates data?
• Individuals
• Businesses

Categories of Data

Data can be categorized as either structured or unstructured data.

 Structured
 Data Bases
 Spread Sheets
 Unstructured
 Forms
 Images
 Audio
 Movies
Over 80% of Information is unstructured

Structured data – is comprised of clearly defined data types whose pattern makes them easily
searchable.
Unstructured data – “everything else” – is comprised of data that is usually not as easily
searchable.

What is Information?
Data that has been processed and arranged/organized in a meaningful form is known as
information.
Definitions:
 data that have been processed so that they are meaningful;
 data that have been processed for a purpose;
 data that have been interpreted and understood by the recipient.

Data vs. Information

Data and information are interrelated. Data usually refers to raw data or unprocessed data. It is
the basic form of data, data that hasn’t been analyzed or processed in any manner. Once the
data is analyzed, it is considered as information.

Data is the foundation of information, which is the bedrock of knowledge—that is, the body of
information and facts about a specific subject. Knowledge implies familiarity, awareness, and
understanding of information as it applies to an environment. A key characteristic of Knowledge
is “new” knowledge that can be derived from “old” knowledge.

Information Resources

• Data constitutes the building blocks of information.

• Information is produced by processing data.
• Information is used to reveal the meaning of data.
• Accurate, relevant, and timely information is the key to good decision-making.
• Good decision-making is the key to organizational survival in a global environment.

Records – a piece of evidence about the past, especially an account of an act or occurrence kept
in writing or some other permanent form
Text – it is a written or printed work
Multimedia – use of a variety of artistic or communicative media

What is Management?

 According to Theo Heimann, management has three different meanings,

 Management as a Noun: refers to a Group of Managers.
 Management as a Process: refers to the Functions of Management i.e.
 Planning, Organizing, Directing, Controlling, etc.
 Management as a Discipline: refers to the Subject of Management.

Management is an individual or a group of individuals that accept responsibilities to run an

organization. They Plan, Organize, Direct, and Control all the essential activities of the
organization. Management does not do the work themselves. They motivate others to do the
work and co-ordinate (i.e. bring together) all the work for achieving the objectives of the
organization.

Management brings together all Six Ms i.e. Men and Women, Money, Machines, Materials,
Methods, and Markets. They use these resources to achieve the objectives of the organization
such as maximum sales and profits, business expansion, etc.

What is Information Management?

Information management (IM) refers to the collection, organization, storage, and maintenance
of data, including documents, images, knowledge bases, code, and other types of virtual media.
IM grew out of traditional data management, which focused on storing and maintaining physical
media.

Wikipedia Definition

Information management (IM) concerns a cycle of organizational activity: the acquisition of

information from one or more sources, the custodianship and the distribution of that
information to those who need it, and its ultimate disposition through archiving or deletion.

This cycle of information organization involves a variety of stakeholders, including those who are
responsible for assuring the quality, accessibility, and utility of acquired information; those who
are responsible for its safe storage and disposal; and those who need it for decision-making.
Stakeholders might have the right to originate, change, distribute, or delete information
according to organizational information management policies.

Information management embraces all the generic concepts of management, including the
planning, organizing, structuring, processing, controlling, evaluation and reporting of
information activities, all of which is needed in order to meet the needs of those with
organizational roles or functions that depend on information. These generic concepts allow the
information to be presented to the audience or the correct group of people. After individuals
are able to put that information to use, it then gains more value.

Information management is closely related to, and overlaps with, the management of data,
systems, technology, processes and - where the availability of information is critical to
organizational success – strategy. This broad view of the realm of information management
contrasts with the earlier, more traditional view, that the life cycle of managing information is
an operational matter that requires specific procedures, organizational capabilities and
standards that deal with information as a product or a service.

Purpose

The purpose of information management is to: design, develop, manage, and use information
with insight and innovation. Support decision-making and create value for individuals,
organizations, communities, and societies.

Why is Information Management Important?

Managing information is important to an organization because it allows for increased

knowledge, decreased inefficiency, and better creation and implementation of action plans to
address areas of opportunity. Without successful management of information, it is almost
guaranteed that an organization will fail. The reasons are described in three categories;

1. Managing your information saves you money

2. Managing your information makes you money
3. Managing your information keeps you out of trouble

Why do we need to study Information Management?

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

 Web content Management
 Document Management
 Record Management
 Digital Asset Management
 Learning Management Systems
Studying IM allows you to work in computer systems-centered firms. It also gives flexibility, as
you can be employed in different industries such as administrative companies, insurance and
financial firms, government entities, schools, telecommunications, and healthcare organizations.

Four Main Components of IM

• People: Not only those involved in IM, but also the creators and users of data and
information.
• Policies and Processes: The rules that determine who has access to what, steps for how
to store and secure information must be stored and secured, and timeframes for
archiving or deleting.
• Technology: The physical items (computers, filing cabinets, etc.) that store data and
information, and any software used.
• Data and Information: What the rest of the components use.

Information Management is not…

IM is often confused with content management or knowledge management. While all three
processes are related, and there is some overlap, they do have some differences. Content
management deals with data (blocks of text, images, videos, and more) a website uses, and the
covers to organize and display the data (e.g. XML tags or HTML coding). Knowledge
management is similar to library science and deals with information for training and education,
as well as knowledge and expertise transfer, and passing on lessons learned.

Content Management – deals with data (block of text, images, videos and more) a website uses,
and covers to organize and display the data (e.g. XML tags or HTML coding)

Knowledge Management – Similar to library science, and deals with information for training and
education, as well as knowledge and expertise transfer on lessons learned.

Example of Information Management

'Information management' is an umbrella term that encompasses all the systems and processes
within an organization that enable the creation and use of corporate information. In terms of
technology, information management encompasses systems such as: ... web content
management (CM) digital asset management (DAM)

What is the role of Information Management?

Information management refers to the planning, organizing, structuring, processing, controlling,

and evaluation of all records and information activities for a business. These aspects are all
required to allow companies and their business divisions that rely on that information to
function effectively.

Principles of Information Management

1. avoid collecting duplicate information;

2. share and re-use information, respecting legal restrictions;
3. ensure information is complete, accurate, current, relevant, and understandable;
4. support access to information, respecting privacy, policy, and legal requirements;
5. safeguard information against unlawful access, loss, and damage; and
6. Preserve information in accordance with its operational, legal, financial, and historical
value.
 There are many information management principles. A well-known set is the Information
Management Body of Knowledge (IMBOK), which is a framework that breaks down
management skills into six knowledge areas and four process areas.

Information Management Body of Knowledge (IMBOK), which is a framework that breaks down
management skills into six knowledge areas and four process areas.

The Knowledge area include the following:

Information Technology (IT): Hardware and software

Information Systems: IT is built into a system that meets business needs and policies
Business Information: Created by analyzing and contextualizing data using tools such as the
information system
Business Processes: How to evaluate and use the business information to make decisions
Business Benefit: The desired advantage the business information will provide
Business Strategy: The master plan that gives a company direction. Ideally, decisions made
through the business processes, which are based on business information, will guide the
strategy and lead to the realization of the business benefits.

The IMBOK process areas are:

• Projects: Adding new capacity, software, and hardware to information systems

• Business Change: Evaluating information to drive improvements in processes
• Business Operations: The day-to-day of a business. These will guide improvements
based on updates to processes, and will hopefully increase benefits.
• Performance Management: Trying to ensure operations are running at peak capacity

7 R’s of Information Management

1. Retrieval: Accessing and collecting knowledge from available sources (e.g., databases, books,
digital archives).
2. Reading: Processing and understanding the retrieved information.
3. Recognition: Identifying relevant information and transforming it into subjective knowledge
based on personal or organizational needs.
4. Re-interpretation: Analyzing and re-evaluating the subjective knowledge to derive new
insights.
5. Reviewing: Sharing and evaluating knowledge within the public domain to ensure accuracy
and relevance.
6. Release: Publishing or disseminating validated knowledge for broader use.
7. Restructuring: Organizing and optimizing knowledge to make it more accessible and useful in
future contexts.

Information Management Strategies

Key Components of Information Management Strategies:

1. Current Status: This refers to the organization’s existing information management
landscape, including data systems, processes, strengths, weaknesses, and compliance
with legal and industry standards.
• Example: Assessing current data storage methods, identifying inefficiencies in
data retrieval, and evaluating security protocols.
2. Goals for the Future: Defining clear objectives that align IM practices with overall
business strategy. Goals may include improving data accessibility, enhancing security, or
adopting new technologies.
• Example: A company may aim to transition from on-premise data storage to
cloud-based solutions to improve scalability and cost efficiency.
 3. Concrete Steps to Achieve Those Goals: Outlining actionable steps that will help the
organization meet its IM objectives, such as investing in new technology, revising
policies, or training employees.
• Example: Implementing a data governance framework, conducting regular
audits, and automating data backup processes.
4. Plans to Acquire New Resources: Identifying the resources (technology, personnel,
budget) needed to support the information management strategy.
• Example: Purchasing new data management software, hiring IT specialists, or
outsourcing certain IM functions to a third-party provider.
5. Processes and Policies for Interacting with Business Departments: Defining how
information will flow across departments to ensure consistency, accuracy, and
compliance with organizational policies.
• Example: Establishing standardized data-sharing protocols between finance and
marketing departments to avoid data silos.
6. Assigning Responsibility for Implementation and Reporting: Delegating roles and
responsibilities to specific individuals or teams to oversee the execution of IM strategies
and provide progress updates.
• Example: Appointing a Chief Information Officer (CIO) to lead IM initiatives and
regularly report progress to senior management.

Importance of Information Management Strategies:

Improved Efficiency: Streamlined processes reduce redundancies and enhance productivity.

Data Security and Compliance: Ensures adherence to legal regulations and protects sensitive
information.
Better Decision-Making: Accurate and accessible data allows for informed business decisions.
Future Readiness: Prepares the organization to adapt to technological advancements and
evolving business needs.

In summary, a well-crafted information management strategy serves as a roadmap to guide

organizations in effectively managing their data assets, aligning them with business objectives,
and ensuring sustainability in an ever-evolving digital landscape.

Where Do Data & Information Come From?

The words data and information are often used interchangeably, but there is an important
distinction, especially in the world of information management. Data are raw facts. Information
is data that has been processed, structured, interpreted, and organized so that it can inform
decisions and plans. Companies can get data from many sources, including the following:

 Legacy Systems: Used for data that has been piling up for a long time. A company's
legacy systems (e.g. learning management, employee records, and financial history) all
contain useful data that can be tapped.
 Data Creation: Transactions, manufacturing, making payments, purchasing, and
employee reviews (to name a few) all create data. For a retailer, the data could be how
many hammers and saw sales their point-of-sale system tracked. For a manufacturer, it
could be the number of computer monitors that were assembled. For a delivery
company, it could be the time a package was dropped off at a designated location.
 Data Collection: Data that comes from external sources, such as weather trends, news
reports, road closure notices, or hiring trends. This kind of data can be purchased or
collected for free.

Transition from a Legacy System to a New System

Legacy System Characteristics:

1. Higher Maintenance Cost: Legacy systems often require significant resources to

maintain due to outdated hardware and software.
2. Technical Limitation: Older systems may not support modern functionalities, making it
challenging to integrate with new technologies.
3. Lower Performance: Legacy systems tend to have slower processing speeds and are less
efficient.
4. Data Loss: Due to outdated storage and security mechanisms, data integrity and
security risks are higher.

New System Advantages:

1. Lower Maintenance Cost: Modern systems are built with better technology that
requires less upkeep and fewer resources.
2. More Efficient: New systems improve operational efficiency by leveraging the latest
technologies and streamlined processes.
3. Higher Performance: Enhanced processing capabilities lead to faster and more reliable
system outputs.
4. Scalable Application: New systems are designed to grow with the business,
accommodating future expansions and upgrades more easily.

The image emphasizes the benefits of transitioning from an outdated legacy system to a more
efficient, scalable, and cost-effective modern system. It highlights how organizations can
improve performance, reduce costs, and avoid risks associated with obsolete technologies by
investing in system upgrades.

What are the processes involved in Information Management

Project-based working depends on the availability of accurate, timely, and well-organized

information and data to empower teams and stakeholders to make informed decisions. This
ensures that all involved can fulfill their responsibilities in a cost-effective and efficient manner.
Effective information management plays a critical role in this process, enabling project teams to
leverage their time, resources, and expertise to meet objectives, optimize performance, and
achieve desired outcomes.

The process of information management in project-based work encompasses the following key
stages:

1. Collection - The collection of project information can take various forms, including
written, video, oral, audio, and electronic formats. It is crucial to gather only the
necessary amount of information required to meet project objectives, ensuring that it
remains relevant and manageable. Equally important is ensuring the quality and
reliability of the data, verifying that it is accurate, trustworthy, and capable of
supporting informed decision-making throughout the project lifecycle.

2. Storage - Storage is important for a range of purposes including: analysis, identifying

historical trends, developing lessons learned, satisfying legislative requirements etc.
Appropriate controls - including user access, export controls, versioning, change control,
audit, and back-ups - must be established.

Storing collected information in a secure, organized manner, ensuring that it remains

easily retrievable, well-preserved, and protected against unauthorized access or loss.
 3. Curation - Curation involves the thoughtful process of gathering, organizing, and refining
information, ensuring that it is relevant and meaningful, ultimately adding value and
enhancing understanding for the intended audience.

Organizing, filtering, and refining the collected data to ensure that only relevant, high-
value information is retained, making it more accessible and actionable for the team.
4. Dissemination - involves consideration of questions such as: what information is to be
distributed, to whom, in what format, how often, under what circumstances and using
what security protocols?

Distributing or sharing curated information with the appropriate stakeholders, ensuring

that all involved parties have the necessary data to make timely and informed decisions.

5. Archiving - Archiving takes place after a period of time, usually determined by a mix of
company policy and judgment. Because of the large volumes of information archived, an
effective classification system that anticipates future uses is essential

Storing information that is no longer actively needed but may be valuable for future
reference or compliance purposes, preserving it securely for later access.

6. Destruction - Destruction eventually takes place because the information is no longer

deemed important, especially in comparison to the on-going storage costs and
legislation e.g. privacy laws, only allows the storage of information for a prescribed
period

Safely and securely destroying information that is no longer required, ensuring that
sensitive data is irretrievable and compliant with privacy and regulatory requirements.

By integrating these stages into the project lifecycle, teams can maintain control over their
information, reduce risks, and enhance their ability to deliver successful outcomes on time and
within budget.

Summary

Data vs. Information:

Data refers to raw facts that have not been processed (e.g., numbers, symbols).
Information is processed and meaningful data used for decision-making.
Data is categorized into structured (e.g., databases, spreadsheets) and unstructured forms (e.g.,
images, audio).

Information Management (IM):

Involves collecting, organizing, storing, and maintaining data across various formats.
Aims to enhance decision-making, efficiency, and compliance in organizations.
The IM process includes data acquisition, custodianship, distribution, and disposal.

Importance of IM:
Ensures accurate, relevant, and timely information for business operations.
Helps organizations reduce costs, increase revenue, and stay compliant.
IM strategies guide organizations in managing their data assets effectively.

Core Components of IM:

People: Users, creators, and managers of data.
Policies and Processes: Guidelines for data access, security, and retention.
Technology: Tools and systems for managing data.
Data and Information: The actual content being managed.
Principles of IM:
Avoid duplicate data collection.
Ensure accuracy, completeness, and security of information.
Preserve information based on its value and legal requirements.

Processes Involved in IM:

Collection: Gathering data from various sources.
Storage: Ensuring data is stored securely and efficiently.
Curation: Organizing and contextualizing data for value.
Dissemination: Sharing data with appropriate stakeholders.
Archiving & Destruction: Retaining or securely disposing of data.

Applications and Career Opportunities:

IM skills are valuable across industries like finance, healthcare, education, and
telecommunications.
Common systems include document management, record management, and digital asset
management.
Conclusion:

Studying Information Management provides students with essential skills to handle data
effectively, support business strategies, and drive informed decision-making.