LESSON 01 - TOPIC 01. Overview of Information Management.pdf

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1. LESSON 1
INTRODUCTION TO INFORMATION
MANAGEMENT
Rueda Street, Calbayog City, Samar, Philippines | [phone] |[email protected]| www.nwssu.edu.ph
Topic 1
OVERVIEW OF INFORMATION MANAGEMENT

2. Information Management (IM) refers to the systematic collection, storage, processing, and
dissemination of data and information to support decision-making, improve operational
efficiency, and enhance organizational effectiveness. Information management encompasses
a broad range of activities, including data governance, information security, record keeping,
data analysis, and information sharing. It is a critical aspect of modern businesses and
organizations, where data and information serve as key assets.

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3. Information is a valuable resource that plays an important role both in public and private
sectors. It is a resource that, if properly managed and utilized, can ignite innovation, improve
business decision making, raise levels of productivity, ensure consistent standards of quality
and thereby raise an organization's level of competitiveness.
Information management focuses on managing structured and unstructured information in
any format (including emails, video, data found in line of business applications, website
content and social media), as an asset throughout its life-cycle.
Information management employs the framework, policies, processes, procedures and
technology to effectively manage information at an organizational level to conduct business
activities.
Effective information management can yield many benefits including reduced operational
costs, increased revenue, managed risk and regulatory compliance. It is an organizational
responsibility that needs to be addressed and driven from the upper levels of the leadership
team. When information management isn’t prioritized, the consequences for enterprises can
be substantial.

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4. At its core, Information Management is about ensuring that the right information is available
to the right people at the right time in a usable format. It involves managing the lifecycle of
information from its creation, through its active use, to its eventual archiving or disposal..
Effective information management supports:
•Decision-making: Provides data and insights to inform strategic decisions.
•Operational Efficiency: Optimizes workflows and processes by ensuring timely access to
information.
•Compliance: Helps organizations meet regulatory and legal requirements for data
handling.
•Risk Management: Protects sensitive data from breaches or loss.






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What is Information Management?

5. Key Components of Information Management



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6. 1.Data Collection and Capture:
oInvolves gathering data from various sources such as customer interactions, business
processes, and external environments.
oEnsures that the data is collected in a standardized, structured, and usable format.

2.Data Storage and Organization:
oRefers to the storage of data in digital systems, databases, or physical archives.
oOrganizing data using databases, metadata, and classification ensures easy retrieval and
maintenance.

3.Data Processing and Analysis:
oConverts raw data into meaningful information through data processing techniques.
oData analysis helps extract actionable insights that inform business strategy.

4.Data Security and Privacy:
oProtects data from unauthorized access, breaches, and loss.
oEnsures compliance with data privacy laws and regulations







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7. 5.Data Governance:
oEstablishes rules, policies, and standards for how data is managed, used, and maintained
within an organization.
oEnsures data quality, consistency, and integrity across all systems.

6.Data Sharing and Access:
oFacilitates the secure sharing of information across different departments or organizations.
oAccess controls ensure that only authorized individuals can view or modify sensitive
information.

7.Data Archiving and Disposal:
oInvolves long-term storage or destruction of data that is no longer actively used.
oEnsures proper management of records and compliance with legal requirements for data
retention.







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8. Types of Information Managed

1.Structured Data:
oData that is organized into predefined formats, such as databases or spreadsheets.
Examples include customer data, financial records, and product inventories.

2.Unstructured Data:
oData that lacks a predefined structure or organization, such as emails, documents, images,
and videos. Managing unstructured data can be more complex.

3.Semi-structured Data:
oData that doesn't fit neatly into structured formats but still contains organizational
properties, such as XML or JSON files.





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9. Example of structured data:

10. Example of unstructured data: JSON stands for JavaScript Object Notation and is a standard data
interchange format that stores simple data objects and structures. Key to JSON’s versatility is the fact that it
is text-based, human-readable, very lightweight, and easily editable through a text editor.
An example of a Twitter feed that’s been transformed into a .JSON file:

11. Example unstructured data:
XML, or Extensible Markup
Language, is a markup language
designed for encoding documents in
a format that is both human-readable
and machine-readable. It is used for
storing, transmitting, and
reconstructing data.

12. Benefits of Effective Information Management

1.Improved Decision-Making: Access to accurate, real-time data allows decision-makers
to make informed choices that align with organizational goals.

2.Operational Efficiency: Streamlined access to information reduces redundancies and
bottlenecks in workflows, improving productivity.

3.Data Security and Compliance: Well-managed information systems help prevent data
breaches and ensure compliance with relevant regulations.

4.Knowledge Retention: By organizing and maintaining information, organizations retain
valuable knowledge over time, supporting long-term growth.

5.Competitive Advantage: Organizations that effectively manage their information can
gain a competitive edge by leveraging data insights to anticipate market trends and
customer needs.











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13. Challenges in Information Management

1.Data Overload: The exponential growth of data makes it challenging to store, process,
and analyze information efficiently.

2.Data Quality: Poor-quality data can lead to inaccurate analysis and flawed decision-
making, requiring robust data governance processes.

3.Security Risks: Cyberattacks, data breaches, and unauthorized access pose significant
risks to sensitive information, making data security a top priority.

4.Compliance: Meeting the requirements of complex data privacy regulations can be
time-consuming and resource-intensiv.

5.Interoperability: Ensuring that different systems, databases, and platforms can work
together to share and process data effectively is an ongoing challenge.











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14. Conclusion

Information Management is an essential component of modern organizations that helps
them utilize data effectively to drive decision-making, improve operational efficiency, and
ensure compliance. By managing the lifecycle of data—collection, storage, processing, and
dissemination—organizations can transform raw data into valuable information. However,
challenges such as data overload, security risks, and regulatory compliance must be
addressed to maintain effective information management systems.

As organizations continue to generate and rely on data, the importance of a well-defined
information management strategy will only grow.













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15. End of Topic 1.