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Manage Information/Knowledge
management system
BSBINM501A part3Trainer: Kevin Chiang
Learning Outcomes
Organize information in a format suitable for analysis, interpretation and dissemination in accordance with organizational requirements
Use appropriate technology/systems to maintain information in accordance with organizational requirements
Organize information
When organize information, you need to ask a few questions: Who will use this information? How will the information be
used?Are there any organizational and
presentational requirements associated with it?
Organize information: Analysis
Meaning: To break a complex
problem or data down into smaller, more manageable parts and examine it
Example: Analysis of interest rate
patterns may explain customer loan approval rates and result in new loan products being advertised.
Organize information: Interpretation
Meaning: To provide a clear
meaning and explanation of a piece of information
Example: The interpretation of
sales data will explain buying powers of clients .
Organize information: Dissemination
Meaning: To spread or broadcast
the information. Example:
Information about company financials may be disseminated via their annual report to a wide range of internal and external stakeholders
Formatting information
When you prepare information remember the following guidelines:Report should contain a table
of contents, chapter numbers, headers & footers, etc
Spreadsheets are an appropriate way to represent financial information
Formatting information cont.
Graphic such as charts, diagrams, pictures are useful aids for interpreting written material.
Database organize information about customers & suppliers information in a logical, consistent format.
Incorporating graphics and picturesClip artPhotographsIllustrationsWeb graphicsSymbols
Formatting information cont.
Commonly used software
Word processingSpreadsheetPresentation Publishing
Use appropriate technology and systems
To effectively maintain an organization’s information, some systems need to be considered: Information management systemsKnowledge management systemsRecord management systems
Information management systems
Information management systems are the process by which an organization controls the processing and delivery of information.
These systems are in place to make sure the right person gets the right information.
Examples:Department / Group / Team emailsDistribution listPA / EA filtering
Knowledge management systems
Knowledge management systems are used by organization to identify, create, and distribute knowledge. It is about knowing who has what knowledge and ensuring it flows through the organization.
Example: Trainer’s expertise, accreditations & qualification Discussion forums, Corporate librariesAvailable knowledge in the market
Research on external KM
Review Australian Institution of Management website, Find the information in regards to:
1. What are the unit of competencies that AIM offers in Diploma of Management?
2. What is the training schedule for “Dealing with difficult customers” in NSW?
http://www.aimnsw.com.au/aim/index.cfm?45E34D9E-DA8D-5934-4BEA-9D1545F6729F
http://portal.aimnsw.com.au/showcoursedetail.aspx?PID=QQF8AA0170DV
Record management systems
Record management systems are primarily responsible for maintaining the organizations information on business activities.
They control the storage, collations, distribution, archiving and/or destruction of information.
Internal & External storageExample: Legal documentsContracts, invoices, reports
Maintain the information for your own use
Use technologies to maintain the information:
ComputersFolders, files, locations, names,
duplicated copiesEmails
Inbox, draft, sent / deleted items, archived
Telephone and voice mailFax, photocopiers and shredder
Maintain information
Activity: Organize your emailsCategories them into relevant
folders• Study• Work• Friends & Family• Travel