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Information & Knowledge Management Presented To: Sir Muhammad Tariq Najmi Presented By: Rashid Siddique Roll No. LISF1522 Superior Group of College, Lahore

Information & knowledge management

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Page 1: Information & knowledge management

Information & Knowledge Management

Presented To:Sir Muhammad Tariq Najmi

Presented By:Rashid SiddiqueRoll No. LISF1522

Superior Group of College, Lahore

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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

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Data, Information & Knowledge

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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)?

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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

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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

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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.

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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

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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

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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

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“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

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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.

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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.

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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

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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

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KM Objectives To Capture Knowledge To Improve Knowledge Access To Enhance the Knowledge Environment To Manage Knowledge as an Asset

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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.

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KM Life Cycle

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Capturing Tacit Knowledge

Interviewing Experts

Learning by Being Told

Learning by Observation

Learning from Others Ad Hoc Sessions

Learning Histories Action Learning

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Sources of InformationOther People

E-Mail Groups

Discussion Groups

Telephony

Chat Room

Web Portal

Sharing Sites

Video Conferencing

Online forums

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Knowledge Management Tools

Data Mining

Content Management Tools

GroupWare

Blogs

Wikis

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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

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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

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Explicit Knowledge

Books, publications, reports Photos, diagrams, illustrations Computer code, decision-support systems Presentations, speeches, lectures Stories, lessons learned, recordings Laws, regulations, procedures, policies

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Tacit Knowledge

Awareness Skills Expertise Judgment Wisdom Corporate memory

The Thinker - Rodin

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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

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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

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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.

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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

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Skills and competencies needed IT literacy A sharp and analytical mind Innovation and enquiring Enables knowledge creation, flow and communication within the

organization.

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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