INFORMATION

MANAGEMENT
BY: KARL STEVEN A. MADDELA
INSTRUCTOR
COURSE DESCRIPTION

This course provides an introduction to the core concepts in 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 its structural characteristics with normalization techniques, and implementing and
utilizing a relational database. The course will also include coverage of basic database administration
tasks and key concepts of data quality and data security. Building on the transactional database
understanding, the course provides an introduction to data and information management technologies
that provide decision support capabilities under the broad business intelligence umbrella.
COURSE OBJECTIVES
Students will learn to
1. Understand the role of databases and database management systems in managing organizational data and information
(e.g. enterprise systems).
2. Use at least one conceptual data modeling technique (such as entity-relationship modeling) to capture the information
requirements for an enterprise domain.
3. Link to each other the results of data/information modeling and process modeling.
4. Design high-quality relational databases so as to demonstrate the purpose and principles of normalizing a relational
database structure while creating a design that is in at least 3NF.
5. Implement a relational database design using an industrial strength database management systems, including the
principles of data type selection and indexing.
6. Understand the key principles of data security and identify data security risk and violations in data management systems
design.
WHAT IS INFORMATION MANAGEMENT?

Information management is the collection,

storage, curation, dissemination, archiving
and destruction of documents, images,
drawings and others sources of information
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 rights to originate, change, distribute or delete information according to
organizational information management policies.
WIKIPEDIA DEFINITION

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 DO WE NEED TO STUDY INFORMATION
MANAGEMENT?

Studying MIS 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.
WHAT INFORMATION MANAGEMENT ISN’T

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.
WHAT IS INFORMATION MANAGEMENT
EXAMPLE?

'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

There are many information management principles.

A well-known set is the the Information Management
Body of Knowledge (IMBOK), which is a framework
that breaks down management skills into into six
knowledge areas and four process areas.
THE KNOWLEDGE AREAS INCLUDE THE
FOLLOWING:

• Information Technology (IT): Hardware and software

• Information Systems: IT 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 a 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
DATA AS A PRODUCT

In the same way a company produces something like nuts

and bolts, one company department (like IT) can produce
data that other departments (like finance or marketing) or
another business treat like a product or service. With this
frame of mind, the providing entity will see the receiving
entity as a customer and therefore may be more responsive
to their needs.
WHAT ARE INFORMATION MANAGEMENT
STRATEGIES?
Information management strategies are plans that guide a company to keep its IM practices in sync,
improve its processes, and prepare for the future. These plans can include the following information:

• Current status
• Goals for the future
• Concrete steps to achieve those goals
• Plans to acquire new resources
• Processes and policies for interacting with business departments
• Assigning responsibility for implementing and reporting each
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, 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 hammer 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.
HOW DATA BECOMES INFORMATION

Data becomes information by interpretation,

analysis, contextualization, processing, and
other IM activities.
PORTFOLIO MODEL

• Source: Internal vs. External - Whether data comes from within an

organization (sales figures, email) or outside (news reports, hourly
road conditions).
• Structure: Structured versus Unstructured - Whether data has
been analyzed or put in context or is just a collection of facts.
DATA AND INFORMATION HAVE VALUE

Information Value Chain Model:

• Collect and Create Data: The data has value as a resource.
• Process Data: The value is in the ability to combine, contextualize, etc.
• Generate Information: The diverse patterns and connections that become
visible are the value created in this step.
• Apply Knowledge: The value comes from using what’s been created to make
changes to operations, processes, etc..
WHAT ARE THE PROCESSES INVOLVED IN IM?
Project-based working relies on accurate and timely information and data for teams and stakeholders to make informed
decisions and fulfil their role in a cost-efficient and effective way.
Effective information management enables project teams to use their time, resources and expertise effectively to make
decisions and to fulfil their roles.
The process of information management encompasses:
1. Collection
2. Storage
3. Curation
4. Dissemination
5. Achieving
6. Destruction
COLLECTION

Collection of project information can take many

forms, such as written, video, oral, audio or
electronic. It is important to collect only as much
information as reasonably needed and assure its
quality, i.e. that it can be trusted.
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.
CURATION

Curation includes the process of gathering and

organizing information relevant so that it can add
value.
DISSEMINATION

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?
ARCHIVING

Archiving takes place after a period of time, usually

determined by a mix of company policy and
judgement. Because of the large volumes of
information archived, an effective classification
system that anticipates future uses is essential
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
THE 4 PHASES OF THE INFORMATION
MANAGEMENT LIFE CYCLE

• Stage 1 – Creation of business data or information.

• Stage 2 – Secure information storage.
• Stage 3 – Usage and sharing of information.
• Stage 4 – Destruction of information.
STAGE 1 – CREATION OF BUSINESS DATA OR
INFORMATION

Your business, most likely, is creating a large amount of data and information
each day. Irrespective of your industry, data is being generated at many
touchpoints – between your business and its customers or clients, or by your
staff, for example.
This data or information could be generated in many ways. Customer data is
often generated via paper documents and forms, or from electronic forms.
Likewise, emails between client and business contribute to a client’s records. If
there is a trail of information, there is data – and that needs to be protected.
STAGE 2 – SECURE INFORMATION STORAGE

Once the data or information has been generated it can be

stored in many forms. Intelligent information management
dictates that a priority for your data is its security. There are
three core options you should consider when storing your
information, ensuring data security. It is important to
evaluate each when looking to protect your confidential
records.
STAGE 3 – USAGE AND SHARING OF
INFORMATION
It is one thing to store the data. But how do you store it in a way that means
your information is easily accessible, empowering your business decisions?
Organizations must actively manage their data to create meaningful
information, in order to add business value and enable effective decision
making. Key aspects of using and sharing data include:
• Securely converting physical data into digital data.
• Using smart technologies that connect and enrich your data and documents
with the relevant business processes.
Having a widely used, efficient digitization process for your physical documents
will streamline your usage and sharing of data. Fewer man-hours on creating
and maintaining physical documents means more time to leverage the data
created.
STAGE 4 – DESTRUCTION OF INFORMATION

There comes a time in the life of your data and information

where it ceases to be relevant. Maybe it no longer
generates revenue; maybe internal processes dictate that
the information is ready to be destroyed. Once your
organization no longer needs to retain information, it is
discarded.