Information Management, Its Need, Scope, and Strategies

In its broadest sense information is simply processed, organised and categorised data. It gives context to individual data and allows effective decision making by providing information relevant to the customer. For instance, a single consumer’s sale in a restaurant is individualised data-it becomes information only when the company is able to establish the highest possible percentage of customers who have ordered that particular dish. The same principle applies to banks and other financial institutions-the more accurately they can process and categorise customer financial data, the easier it becomes for them to give customers information that is relevant to their own personal financial affairs.

Information also includes information that the public has access to about a person, organisation, product or service. This information may include (but is not limited to) historical information about specific individuals, such as prime ministers, or current government ministers; statistics on important issues, such as levels of crime and poverty, or general beliefs about a country and its economy. Information also includes information that the public cannot legally access without breaking a contract, such as confidential medical records. Accessing this information can be difficult, costly and subject to abuse. Also, public scrutiny of these records can often serve to strengthen an individual’s position in society or in their work place.

Some information is necessary to help decision makers make informed decisions about the conduct of public affairs and the operation of businesses and institutions. For instance, tax payments, which are a central component of public administration, need accurate information to calculate eligibility and benefit levels for taxation. Public health information is also a necessary part of the process of improving health and increasing the general welfare of people. Without access to accurate and up to date information about these matters, health professionals and governments cannot properly implement policies to reduce health problems and protect the population.

Information systems need to be robust and well maintained. They must be able to cope with the increased volume of information that is produced by many different sources. Processes must be efficient, relevant, and transparent. For these reasons, information management is a key process improvement activity. It focuses on the development of information systems that are effective, flexible and cost effective.

A key element in information systems development is public accessibility. The ability to use information is also crucial, so that users can make informed decisions in the face of varying degrees of available information. In addition, open information policies to encourage greater participation by the public in the decision-making process. This improves citizens’ confidence in public institutions, businesses and organizations.

It is also important to establish information management guidelines, which provide a common sense approach to improving information systems. These guidelines should take into account the nature of the information that needs to be managed, its importance, its accessibility and the cost of implementing it. Information management also involves developing quality standards and best practices, and continuously monitoring the process to improve efficiency. Effective information management therefore requires a comprehensive plan that takes into account the objectives, the resources, the expertise and the constraints involved.