Page 59 - Information Management 3rd Edition

Chapter 3 – Managing Information
Information management is very important in any business. If information is not properly managed, the business will not be able to optimise profits and minimise costs. The information manager has to see that the creation and processing of data, the storage of data and information, the retrieval of data and information, and the distribution and disposal of data and information are done according to sound principles. As the nature of information makes it difficult to handle, the necessary systems should be put into place to ensure the uninterrupted flow of information.
Self-assessment
1. Describe the following characteristics of information:
• Information flows.
• Information is intangible.
• Information is a human representation of occurrences.
• Information always flows in cycles.
Pre-pub
• Information is valuable.
2. Identify the various types of information.
3. Which factors will have an impact on the flow of information?
4. Describe the document management cycle.
5. The key to effective documents management is the classification of
documents in order of importance to the business. Distinguish between the
four classification categories.
6. Describe the function of the following: files and folders, labels, guides, out-
copy
cards, cross-reference cards and colour coding.
7. List and briefly explain the steps of the filing procedure.
8. Describe how you would go about establishing a forms management policy.
9. Describe the role that information plays in management.
10. What is the relationship between information and knowledge, and information management and knowledge management?
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