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Information & Knowledge Management
Presented To:Sir Muhammad Tariq Najmi
Presented By:Rashid SiddiqueRoll No. LISF1522
Superior Group of College, Lahore
What is Data? Information in raw or unorganized form(such as alphabets, numbers, or
symbols) that refer to, or represent, conditions , ideas, or objects.
What is Information? Organized form of data is known as Information. data that have been processed so that they are meaningful;
What is Knowledge ? Understanding of or information about a subject that you get by experience
or study, either known by one person or by people generally:
What is Management ? Management in businesses and organizations is the function that
coordinates the efforts of people to accomplish goals and objectives by using available resources efficiently and effectively
Data, Information & Knowledge
Information management is the management of organizational processes and systems that acquire, create, organize, distribute, and use information.
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.
What is Information Management (IM)?
Throughout the 1970s this was largely limited to files, file maintenance, and the Life cycle management of paper-based files, other media and records. With the proliferation of information technology starting in the 1970s, the job of information management took on a new light, and also began to include the field of data maintenance. No longer was information management a simple job that could be performed by almost anyone. An understanding of the technology involved, and the theory behind it became necessary.
As information storage shifted to electronic means, this became more and more difficult. By the late 1990s when information was regularly disseminated across computer networks and by other electronic means, network managers, in a sense, became information managers. Those individuals found themselves tasked with increasingly complex tasks, hardware and software. With the latest tools available, information management has become a powerful resource and a large expense for many organizations.
History of IM
Why Information Storage? Digital universe – The Information Explosion” We live in an on-command, on-demand world Information management is a big challenge
Organization seek to Store Protect Optimize
Why IM Important?Managing information is important to an organization because it allows for increased knowledge, decreased inefficiency, and better creation and implementation of action plans to address areas of opportunity. Without successful management of information, it is almost guaranteed that an organization will fail. Reasons of managing your information are describe in three categories;
1. Make Money2. Save the money3. Keep out of trouble
Goals of IM
1) Supply work, business and consumption processes with information — This is the basic goal: work cannot be done without required information.
2) Improve and speed up business, work and consumption processes through information use and efficient information processing — Information is not only one of the inputs to the work process. By improving information supply and its processing, the whole process usually can be made more efficient.
3) Create and maintain competitive advantage through new, IT-based work and business processes — Often, information technologies allow reorganization of work in completely new ways, and creation of totally new businesses.
4) Efficient use of organization’s information assets — While previous goals come from activity (process), this goal statement invites to think about organization’s information not as some side-product of activity, but as the central resource. Information, not activity may be the „real thing”.
5) Reduce unnecessary complexity of information processing systems; protect against information overload.
FilesMost sizeable companies have huge stores of electronic files scattered throughout the enterprise (a legacy of desktop networking). Letters, memos, reports, spreadsheets, database files, presentations, documents, excel files etc.
DatabasesCompanies usually maintain a number of databases on several different hardware and software platforms.
EmailMost employees communicate with email and much of an enterprise’s internal and external business communication is done via email (and attachments).
Instant Messaging (IM)This is becoming the way employees talk to one another in real-time.
Electronic PublishingMost companies produce printed material such as catalogs, brochures, flyers, contact sheets, product specification sheets, newsletters, business reports, etc. Also, an increasing amount of information exists only in electronic format (e.g. Web pages, PDF documents, Intranets).
Today Information Corpus
Some of the tools of information management are those derived from the fields that have contributed to its development; for example, classification and information retrieval from librarianship and information science; database design and development from computer science; the document life cycle from records management; communication audits from organizational psychology; and cost-benefit analysis and value assessment from business management.
Information Audit Information Mapping Communication Audit
IM Tools
Improved utilization Simplified management Simplified backup and recovery Maintaining compliance Lower Total Cost of Ownership
IM Benefits
Challenges in IM In order to frame an effective information management policy, businesses need to consider the following key challenges:
Exploding digital universe Increasing dependency on information Changing value of information
“Knowledge management (KM) is the process of capturing, developing, sharing, and effectively using organizational knowledge. It
refers to a multi-disciplinary approach to achieving organizational objectives by making the best use of knowledge” (Wikipedia)
Knowledge Management is the broad process of locating, organizing, transferring, and using the information and expertise within an
organization.
What is Knowledge Management
1970s A number of management theorists have contributed to the evaluation of KM.Peter Drucker: Information and knowledge as organizational resources Peter Senge: "learning organization" Chaparral Steel: A company having knowledge management strategy
1980 Knowledge as a competitive asset was apparent.Knowledge management-related articles began appearing in journals and books .Subject Offer in different universities.
1990 KM as ICT, Specialization in KM
2000 KM as Human Resource Development, Knowledge in people ,
History of KM
Knowledge management efforts have a long history, to include on-the-job discussions, formal apprenticeship, discussion forums, corporate libraries, professional training and mentoring programs.
Knowledge Assets
There are two types of knowledge assets
Tacit knowledge: That type of knowledge which people carry in their mind, and is, therefore, difficult to access.
Explicit knowledge: That type of knowledge which has been or can be articulated, codified, and stored in certain media.
The Two Major Types of Knowledge
Explicit Knowledge Tacit Knowledge
Tangible IntangiblePhysical objects, e.g. in documents or databases
Mental objects, i.e. it's in people's head's
Context independent Context affects meaning
Easily shared Sharing involves learning
Knowledge — the great enablerfor decisions we makefor actions we take
Need to recognize and understand knowledge processes toimprove the quality of our decisions and actions
Need to deal with issues of organizaitonal adaptation, survival, and competence in the face of fast-paced change
Why KM Important
KM Objectives To Capture Knowledge To Improve Knowledge Access To Enhance the Knowledge Environment To Manage Knowledge as an Asset
KM Functions
◦ finding, mapping, gathering, and filtering information; ◦ developing new knowledge (identifying relations among items
and sharing information); ◦ converting personal knowledge into shared knowledge
resources; ◦ understanding and learning; ◦ adding value to information to create knowledge; ◦ enabling action through knowledge (performance and
management); ◦ processing shared knowledge resources; delivering (transferring)
explicit knowledge; ◦ building adequate technical infrastructures.
KM Life Cycle
Capturing Tacit Knowledge
Interviewing Experts
Learning by Being Told
Learning by Observation
Learning from Others Ad Hoc Sessions
Learning Histories Action Learning
Sources of InformationOther People
E-Mail Groups
Discussion Groups
Telephony
Chat Room
Web Portal
Sharing Sites
Video Conferencing
Online forums
Knowledge Management Tools
Data Mining
Content Management Tools
GroupWare
Blogs
Wikis
Benefits of Knowledge Management
Reduces time-to-market
New products are designed and commercialized more quickly and successfully
Resulting In
• Increased Revenue• Retained Market Share• Expanding Profit Margins
Libraries have a long history…
Librarians have been managing knowledge for about 2,500 years
Library at Alexandria established in 283 BC
Capture and store the worlds knowledge
Explicit Knowledge
Books, publications, reports Photos, diagrams, illustrations Computer code, decision-support systems Presentations, speeches, lectures Stories, lessons learned, recordings Laws, regulations, procedures, policies
Tacit Knowledge
Awareness Skills Expertise Judgment Wisdom Corporate memory
The Thinker - Rodin
Transferring Knowledge Conversations, discussions, dialogue Questions & answers Advice, briefings, recommendations Mentoring, teaching, examples Presentations, lectures, stories Documents, books, manuals Education, training, demonstration Meetings, workshops, conferences
Storing Knowledge Assets Information technology infrastructure Systems for archiving and managing knowledge Data warehouse, distributed databases Knowledge repository, knowledge map Digital libraries, traditional libraries
Retrieving Knowledge Assets Access to knowledge Browser interface Search engine Retrieval system
How Can Libraries Improve Their Services Through KM?
Creating an organizational culture of sharing knowledge Creating an organizational culture of sharing expertise Change their values Focus on creating and using intellectual assets (tacit, explicit and potential
knowledge) Restructure their functions Expand their roles and responsibilities
KM Concerns/Challenges for librariesChanging Environment Multiple Formats of Information Changing user needs (e.g. aimed at improving learning outcomes) Changing roles of librarians due to changes in information formats,
delivery models and technologies.
Skills Librarians Bring to KMo Indexingo Abstractingo Controlled vocabulary developmento Quality filtering of informationo Grant planning writingo Networking and community outreacho Needs assessmento Project managemento Usability testing and evaluationo Curriculum developmento Teaching and trainingo Statistical analysiso Project and program evaluationo Compiling literatureo Writing for publication
Skills and competencies needed IT literacy A sharp and analytical mind Innovation and enquiring Enables knowledge creation, flow and communication within the
organization.
Information management deals with organizing information such in databases forms the main objective is to provide the right information to the right person at right time;
While KM deals with exploiting explicit and implicit knowledge of others as their experiences in which such shortcuts could enhance and transform a whole business. Thus, KM is so crucial and beneficial if management play it right.
Conclude
http://dictionary.cambridge.org/dictionary/english/knowledge
https://www.google.com.pk/?gws_rd=ssl#q=what+is+information+management
https://en.wikipedia.org/wiki/Knowledge_management http://web.mit.edu/ecom/www/Project98/G4/Sections/s
ection1b.html https://en.wikipedia.org/wiki/Content_management_system
Reference