Information Management

LIS 387.8

2/1/99

Martha Richardson

IM Approaches

• Unstructured information

• Intellectual capital or knowledge

• Structured information on paper

• Structured information in computers

Unstructured Information

• Printed sources Computerized

• Ad hoc

• Library skills

• Passive

• Value-added

• Centralized vs. non-centralized

Intellectual Capital

• Hire skills

• Offer training

• Groupware

• Discussion lists

• Difficult to keep current

• Inherently human

Structured Information on Paper

• Dominated by records management– Early document registries– Full life-cycle management

• Paperwork Reduction Act of 1980

• Information resource management

Structured information on paper

• Information resource management– Measure and manage cost– Establish efficient storage and retrieval

mechanisms– Increase organizational awareness of value and

use– Establish policy and accountability– Integrate management of multiple information

types

Structured information on paper

• Failure of information resource management– IRM objectives vs. real-world environments– Technology management

• Contribution of information resource management– information has economic value– treat information as valuable resource

Structured information on paper

• Information has value only if it is used

• Volume and complexity overwhelming– paper– computer tapes– microfiche– diskettes; CD-ROMs– audiotapes– videotapes

Structured information in computers

• Present most popular approach

• Computerization can:– Reduce paper– Direct information use– Distribute knowledge– Reduce personnel

• Not!

Structured information in computers

• Managed computer-based data• Failed to recognize “information” as valuable• Reduced redundancy• Separated data from applications• Built information architectures• Developed information engineering

methodology

Structured information in computers

• Information Engineering– creates barriers to communications– technical orientation difficult for users– projects frequently uncompleted– if completed, never implemented– takes too long to model enterprise

Information = Technology?

• Organizational structures– Chief information officer and Information

Center

• Librarians– Focus on computer-based resources

• IT press– InformationWeek and InfoWorld

Information Characteristics

•Humans prefer information that:– involves sequence and causality– involves humor– is visually rich– relevant to work or life

Executive information

• Prefer verbal communication– 2/3 from human sources

• most face-to-face

• rest by telephone

– 1/3 structured documents from external environment

• Almost none get information from computers

Information ecology attributes

• Integration of diverse types of information

• Recognition of evolutionary change

• Emphasis on observation and description

• Focus on people and information behavior

Integration of diverse types of information

• Computers capture, access, and manipulate– structured & unstructured– text, video, & audio

• Must plan systems to incorporate diverse information sources, formats, and perspectives

Recognition of evolutionary change

• Information systems must be flexible

• Change will occur– rules, regulations, laws

• Reduce development time– Rapid application development– Lean development

Emphasis on observation and description

• Describe existing environment– who has what information– how is information supported– how is information used– what is organization’s purpose

• Understand existing processes– what happens today– how can that be used for predicting tomorrow

Focus on people and information behavior

• Production and distribution of information received primary focus

• Use by recipients unknown

• Need to develop positive information cultures

• Learn how workers seek, share, structure, and make sense of information

Model of information ecology

• External environment

• Organizational environment

• Informational environment

Informational environment

• Information Strategy

• Information Politics

• Information Behavior and Culture

• Information Staff

• Information Processes

• Information Architecture

Informational environment

• Information Strategy– Develop high-level set of basic principles for

information use

• Information Politics– Recognize political structure of organization

• Information Behavior and Culture– Encourage positive information sharing

behaviors

Informational environment

• Information Staff– Recognize and encourage human skills to

interpret and analyze information

• Information Processes– Identify preferences for acquiring, understanding,

and using information

• Information Architecture– Map or locate information within the organization

Organizational environment

• Business situation

• Technology investment

• Physical arrangement

Organizational environment

• Business situation

– Business strategy– Business processes – Organization culture– Human resources

Organizational environment

• Technology investment

– Basic infrastructure in place

– Select appropriate applications

– Focus on information initiatives

Organizational environment

• Physical arrangement

– Physical proximity increases information sharing

– Physical appearence of information effects transmission

External environment

• Business markets

• Technology markets

• Information markets

External environment

• Business markets

• Changes in business conditions effecting information– customers, suppliers, competitors, business

partners, regulators

External environment

• Technology markets

– Availability of products at a given time

– Determination of best value

External environment

• Information Markets

– Buy– Generate– Sell

Ecology “Web”

• Change in one environment effects the others

• Aligning technology with business strategies not enough

• Anticipating all events not possible

Information Strategy

• Focus on information topics with greatest payoff

• Develop better tools for understanding information

• Focus on “big picture”

• Place information within business planning framework

IM Processes

• Formulate the problem• Identify information needs• Locate or capture appropriate information• Analyze and interpret• Manipulate and package• Distribute• Store and dispose• Use

Adding value

• Value is added to information when it is

– Credible– Offers guidance– Is scarce– Accessible– Has weight

Information audit

• Used to clarify location of information

• Interviewed creators and users of information

• Focused on how to improve information processes