Information and Knowledge Management

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

2. 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

4.  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.

5. 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.

6.  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
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 Money
2. Save the money
3. Keep out of trouble

7. 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.

8.  Files
Most 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.
 Databases
Companies usually maintain a number of databases on several different hardware and
software platforms.
 Email
Most 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 Publishing
Most 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).

9. 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

10.  Improved utilization
 Simplified management
 Simplified backup and recovery
 Maintaining compliance
 Lower Total Cost of Ownership
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

11. “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.

12. 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 ,
Knowledge management efforts have a long history, to include on-the-job
discussions, formal apprenticeship, discussion forums, corporate libraries,
professional training and mentoring programs.

13. 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.

14. Explicit Knowledge Tacit Knowledge
Tangible Intangible
Physical 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

15. Knowledge — the great enabler
for decisions we make
for actions we take
Need to recognize and understand knowledge processes to
improve 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

16.  To Capture Knowledge
 To Improve Knowledge Access
 To Enhance the Knowledge Environment
 To Manage Knowledge as an Asset

17. ◦ 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.

19. Interviewing
Experts
Learning by
Being Told
Learning by
Observation
Learning
from Others
Ad Hoc
Sessions
Learning
Histories
Action
Learning E-Learning

20. Other People
E-Mail Groups
Discussion Groups
Telephony
Chat Room
Web Portal
Sharing Sites
Video Conferencing
Online forums

21. Data Mining
Content Management Tools
GroupWare
Blogs
Wikis

22.  Reduces time-to-market
 New products are designed and commercialized more quickly and
successfully
Resulting In
• Increased Revenue
• Retained Market Share
• Expanding Profit Margins

23.  Librarians have been managing knowledge
for about 2,500 years
 Library at Alexandria established in 283 BC
 Capture and store the worlds knowledge

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

25.  Awareness
 Skills
 Expertise
 Judgment
 Wisdom
 Corporate memory
The Thinker - Rodin

26.  Conversations, discussions, dialogue
 Questions & answers
 Advice, briefings, recommendations
 Mentoring, teaching, examples
 Presentations, lectures, stories
 Documents, books, manuals
 Education, training, demonstration
 Meetings, workshops, conferences

27.  Information technology infrastructure
 Systems for archiving and managing knowledge
 Data warehouse, distributed databases
 Knowledge repository, knowledge map
 Digital libraries, traditional libraries
 Access to knowledge
 Browser interface
 Search engine
 Retrieval system

28.  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
Changing 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.

29. o Indexing
o Abstracting
o Controlled vocabulary development
o Quality filtering of information
o Grant planning writing
o Networking and community outreach
o Needs assessment
o Project management
o Usability testing and evaluation
o Curriculum development
o Teaching and training
o Statistical analysis
o Project and program evaluation
o Compiling literature
o Writing for publication

30.  IT literacy
 A sharp and analytical mind
 Innovation and enquiring
 Enables knowledge creation, flow and communication within the
organization.

32.  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.

33.  http://dictionary.cambridge.org/dictionary/english/kno
wledge
 https://www.google.com.pk/?gws_rd=ssl#q=what+is+i
nformation+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_sy
stem