A conceptual framework for information management

Abstract

Popu1ar writers and experts say that we are living in an "Information" era, that we have become an "Information" society with an "Information" economy. Businesses have come to realise the importance of information for the survival of the enterprise in a business world which is becoming increasingly complex. This realisation led to the concept of "managing information as a resource". This concept has the underlying assumptions that we know what information and information resources are, that information is indeed a resource and that information can indeed be managed. The purpose of this study is to evaluate these assumptions and to propose a framework for information management. Information is strongly linked to data, knowledge and wisdom. These terms are often used interchangeably in ordinary language. For the purposes of this study more accurate definitions were proposed. Data are unevaluated attributes, information is data put into perspective and context while knowledge is justified, true beliefs. Wisdom is a special ability of a person to make meaningful "connections" between his own knowledge and information thereby exhibiting insight into a given situation. Information can only exist in the human mind as that is the only place where meaning can be added. Information can be made tangible by putting it on paper or through verbal expression, but, once outside the mind, it can, at most, be called information resources. The process of transforming data into information resources and transforming information resources into information and knowledge is called the information process. This process is reversible and iterative. Every single human being needs information in order to survive. It is a basic human need. It plays an important role in learning and in communication with an equally important role in society. It has strong implications regarding the individual's rights to privacy and access to information. The use of information by society has an influence on culture and it shapes a new economy which is based on services and knowledge. It has the ability to replace capital and becomes "capital" in itself Because of its importance to individuals, business, on a national and international basis, information needs to be managed. Information management means the cost -effective management of the information process, the information resources and the information infrastructure in pursuit of predetermined goals. It is a centralised function within the organisation with the purpose of facilitating and providing the framework needed within which to manage information. The management of information means that the information resources allocated to individuals are managed prudently and is the responsibility of each individual. The management of information takes place within the framework provided by the information management function. Information is a resource and a manageable one. Considering that a change in a person's knowledge occurs when presented with information, another dimension becomes evident, namely, that of a process; the process of informing. Both these dimensions need an infrastructure in support. Information management is the management of the resource dimension, the process dimension and of the infrastructure and calls for an holistic management approach. The aim of information management is to mobilise the data, information and knowledge resources into productive action. That is the challenge facing individuals, organisations and governments.