Information Management

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Information Management

• LIS 387.8
• 3/8/99
• Martha Richardson

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Information Management

• Records Management
• Document Management
• Integrated Document Management
• Knowledge Management

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Records Management

• What is a record?
• A record is recorded information, regardless of
  medium or physical form.

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Records Management

• What is an official business record?
• It is recorded information created or received by
  an enterprise as evidence of a transaction or
  decision.

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Records Management Objectives

• To provide accurate, complete information when it
  is required
• To process recorded information in an efficient
  manner
• To provide information and records at the lowest
  possible cost
• To maximize service to the users

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Records Management Activities

• Records inventory
• lists all records by record series
• identifies location
• identifies quantity

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Records Management Activities

• Records series
• a group of identical or related records that are
  normally used and files as a unit
• allows evaluation as a unit for retention
  scheduling purposes

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Records Series

• Accounts payable
• original order form
• purchase order number
• accompanying documentation
• copy of payment
• copy of disbursement

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Records Management Activities

• Appraisal and analysis
• identify duplicate records
• assess length of usefulness
• identify legal requirements
• reclaim storage space

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Records Management Activities

• Retention and disposition
• develop schedule to authorize disposition and
  transfer of records
• use on daily basis
• reduce record keeping costs

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Records Management Activities

• Savings
• save prime floor space by reducing volume of
  records and space needed for equipment
• reduce expenditures on filing cabinets and other
  storage media
• increase efficiency of retrieving records
• maintain compliance with mandated requirements

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Records Management Activities

• Active file management needs
• a systematic arrangement of records for immediate
  retrieval
• the best physical location
• standards for equipment
• standards for supplies
• best storage medium

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Records Management Activities

• Inactive file management
• records that are referred to less than once per
  month per file drawer
• transfer to low-cost storage equipment (cardboard
  containers)
• transfer to low-cost storage areas (records
  centers)
• maintain appropriate humidity and temperature

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Records Management Activities

• Archives management
• permanent records kept for legal, fiscal, or
  historical reasons
• identify standards for appraising archival value
• determine uniqueness of records
• identify appropriate number of records to retain
• determine most effective and economical means of
  protection

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Records Management Activities

• Forms Management
• piece of paper on which spaces are
  systematically arranged for data entry
• used to handle recurring, but variable data
• serve as chief means of communicating information
  in a standardized, repetitive manner
• develop forms control programs

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Records Management Activities

• Electronic Records Management
• data, text, images, graphics, audio, and video
  can be stored and transmitted digitally
• access to information is faster
• information more centralized
• reduce chance of mis-filing
• information accessible only by machine
• increased chance of early, permanent loss

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Records Management Activities

• Vital Records Management
• essential records, the records necessary to the
  continuity of an organization
• records needed immediately during or after a
  disaster
• should be secured at alternate location
• should be readily accessible

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Value-Added Information Chain

• Concept adapted from Michael Porter
• Events in production process where costs occurred
  and value was added
• Value usefulness or importance
• Value chain the the increasing importance of
  activities in a process Cisco and Strong,
  1999

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Information Management Activities

• Capture
• Transform
• Store
• Transfer
• Apply Cisco and Strong, 1999

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Records Management

• Unless incorporated into electronic recordkeeping
  systems
• failure will eventually occur due to
• poor quality records
• no identifiable owner or purpose
• unreadable
• many out-dated,useless records Cisco and
  Strong, 1999

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Records Management

• Role in document management
• to provide document classification and filing
  system infrastructure
• retention policies
• migration strategy
• recognized by courts Cisco and Strong, 1999

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Records Management

• Influence of records in electronic format
• provide a single point of access
• leverage internet technology
• transfers indexing function to end users
  Cisco and Strong, 1999

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Records Management

• Critical issues
• definition of official record
• development of standard naming conventions
• enforcing compliance with retention policy
• migration strategy for stored documents
  Cisco and Strong, 1999

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Document Management

• Attempt to control document-based information
• Located in PCs
• filing cabinets
• mainframe computers
• file servers Cisco and Strong, 1999

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Document Management

• Number of document types across an organization
  must be identified by
• content
• value
• use Cisco and Strong, 1999

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Document Management

• Life cycle requirements must be understood
• creation
• use
• storage
• disposition
• legal requirements
• regulatory compliance Cisco and Strong,
  1999

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Document Management

• Must integrate business process models
• for document-based tasks
• for document-based activities Cisco and
  Strong, 1999

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Document Management

• Must define access requirements
• individual user
• work groups
• departmental
• enterprise-wide Cisco and Strong, 1999

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Document Management

• Must integrate technology within the present
  computing environment Cisco and Strong,
  1999

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Document Management

• Successful programs require
• information management as a business discipline
• information technology equipment and
  services Cisco and Strong, 1999

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Successful Document Management

• Develop a document management strategy
• Define the document environment
• Evaluate the document technology
• Build the business case
• Implement a course of action Karen Strong,
  1997

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Enterprise-wide Document Management

• Allows searching across multiple repositories
• Allows sharing of information across the
  organization
• Allows use and re-use of documents across
  workgroups
• Allows control of information across the
  organization Cisco and Strong, 1999

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Enterprise-wide Document Management

• New opportunities created by World Wide Web for
  distribution of information
• Electronic date interchange (EDI)
• Electronic commerce
• Principles, guidelines, and standards already in
  place Cisco and Strong, 1999

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Integrated Document Management

• Extends document management to every desktop
• Leverages investment in groupware
• Links business processes to required documents
• Supports integrated work management
• Increase productivity and improve customer
  service Cisco and Strong, 1999

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Reference

• Cisco, Susan L. and Karen V. Strong. The Value
  Added Information Chain, The Information
  Management Journal. v. 33,
• n. 1, January, 1999, p. 4.