INFORMATION MANAGEMENT SYSTEMS (IMS) · PDF fileDefinitions of Information System (IS) •Is a set of interrelated components that collect, manipulate, store and disseminate data and

INFORMATION MANAGEMENT SYSTEMS (IMS)

Lecturer: F. O. Entsua-Mensah (Mrs)

Conceiving IMS (Untangling Definitions)| Types IMS |

IM Strategies | IM Task

What is an Information System (IS)

•What is a System?• categories: Biological systems, social systems,

• Examples: Digestive System, Respiratory System, computer system, information System, …

•What is an information System?


Definitions of Information System (IS)

• Is a set of interrelated components that collect, manipulate, store and disseminate data and information and provide a feedback mechanism to meet an object.

• The feedback mechanism helps organizations to achieve their goals such as increasing profits or improving customer service.

• software that helps organize and analyze data. the purpose of an IS is to turn raw data into useful information that can be used for decision making in an organization.

• We interact daily with IS: ATMs, check out scanning of purchases etc.


Untangling Definitions

• IS is not IT.

• IS is not Computer System.


Typical Components of an IS

• While information systems may differ in how they are used, they typically contain the following components:

• Hardware: Computer-based information systems use computer hardware, such as processors, monitors, keyboard and printers.

• Software: These are the programs used to organize, process and analyze data.

• Databases: Information systems work with data, organized into tables and files.


Typical Components of IS (2)

• Network: different elements need to be connected to each other, especially if many different people in an organization use the same information system.

• Procedures: These describe how specific data are processed and analyzed in order to get the answers for which the information system is designed.

• The first four components are part of the general information technology (IT) of an organization.

• Procedures, the fifth component, are very specific to the information needed to answer a specific question. Lecturer: F. O. Entsua-Mensah (Mrs)

• Importance of IS?

Types of Information System

• For most businesses, there are a variety of requirements for information.

• Senior managers need information to help with their business planning

• Middle management need more detailed information to help them monitor and control business activities

• Employees with operational roles need information to help them carry out their duties.

• As a result, businesses tend to have several "information systems" operating at the same time


Types of Information System

For example:

• Operations support systems e.g. Transaction Processing Systems

• Management information systems

• Decision support systems

• Executive information systems


Types of Information System (2)



INFORMATION MANAGEMENT SYSTEMS (IMS)

• IMS systems are computer-based tools that are deployed for the collection, identification, analysis, storage, presentation and distribution of information.

• IMS is also a general term for software designed to facilitate the storage, organization and retrieval of information.


Types of IMS

• Content Management System,

• Enterprise Content Management System

• Document Management System

• Records Management System

• Digital Asset Management System

• Library Management System

• Learning Management System

• Learning Content Management System

• Geographic Information System


Content Management System (CMS)

•CMS supports the creation, management, distribution, publishing, and discovery of corporate information. Usually used to manage web content.

Some Characteristics: • It manages small, interconnected units of

information (e.g. web pages). • It provides a very powerful publishing

engine and template-based authoring Lecturer: F. O. Entsua-Mensah (Mrs)

Some Benefits of CMS• faster turnaround time for new pages and

changes • greater consistency • improved site navigation • support for decentralized authoring • increased security • reduced site maintenance costs


Enterprise Content Management System (ECMS)

•An Enterprise Content Management system consists of a core web content management system, with additional capabilities to manage a broader range of organizational information.

•Obviously, this is a much bigger system than the CMS.


ECMS consist of :

• Records Management

• Documents Management

• Digital Assets Management


Examples of ECMS

• Filenet (IBM)

•Hippo

•Alfresco Enterprise

•Adobe Experience Manager

•Nuxeo

•Oracle Content Management


Document Management System (DMS)

DMS or EDMS (Electronic Document Management Systems) are designed to assist organizations to manage the creation and flow of documents through the provision of a centralized repository, and workflow that encapsulates business rules and metadata.


DMS are designed to support these general categories of information management:

• Document Scanning• Document Storage• Document Workflow• Document Search


Characteristics of DMS

• focused on managing documents, in the traditional sense (e.g. transcripts, certificates, land titles )

• each unit of information (document) is fairly large and self-contained

• there are few (if any) links between documents

• provides limited integration with repository (check-in, check-out, etc)

• Provides access to relevant data and facilitates information mining.


• It often includes security features. Security is important to maintain an organization's critical data and business secrets. • Security features also serve to protect

personal user information and customer data.

• focused primarily on storage and archiving

• targeted at storing and presenting documents in their native format

Characteristics of DMS con’t


Benefits of DMS• Document Sharing and Collaboration

Documents can be scanned and stored to create an electronic database accessible to users across an enterprise. Cloud-based DMS can also allow out-of-office users to access company and project-related documents through a wireless connection.

• Security

Confidential files and documents are protected mainly through passwords and lock-and-key systems. This helps ensure compliance with ethical and legal regulations.

• Additionally, because files are computer based, electronically backing up files can help reduce the risk of losing important documents in the event of a fire or natural disaster.


Benefits of DMS

• Elimination/ reduces the cost associated with paper-based documents. E.g. storage space & fees, and shipping and mailing of documents.

• Compliance with regulatory, legal, and quality requirements.

• Faster process cycle times. - allow files to be recalled at the click of a mouse, while providing information on when and by whom the file was last viewed and/or marked up (electronic trail).


Records Management System (RMS)

RM is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.


Elements of Records Management

• A content analysis • A file plan • A compliance requirements document• A method for collecting records that are no

longer active • A method for auditing records


Elements of Records Management cont’d

•A method for capturing records' metadata

•A process for holding records

•A system for monitoring and reporting on the handling of records


Digital Asset Management System (DAM)

• DAMS is an integrated suite of infrastructure components used to capture, catalog, store, and manage digital assets, and to expose those assets to creative tools for producing video, audio, Web, and print content in an organization.

• DAMS include computer software and hardware systems that aid in the process of digital asset management


Elements of DAMS

• The ability to group individual assets to form collections or packages of assets; The ability to ingest, index, catalog, navigate, transform, re-purpose, package, and publish to a wide range of digital formats while protecting the integrity of the original assets.

• The ability to define rights, permissions and process rules about assets to enable their use in a variety of settings while protecting the rights of owners.


• Learning Content Management Systems combine the capabilities of a Content Management System (CMS) with that of a Learning Management System (LMS).

• An example is “Blackboard” a software designed for those in academia.

• It can be used by lecturers to share knowledge

Learning Content Management System (LCMS)


LIBRARY MANAGEMENT SYSTEM (LMS)

• A library management system (LMS) is an enterprise resource planning system for a library. It is used to track individual items and patron accounts, and to monitor a library's entire collection.

• The LMS consists of a centralized database and a method for the patrons and staff to interact with the system. Library staff have access to functionality that includes acquisitions, cataloguing and circulation. Serial subscriptions are also tracked from the LMS


Library Management System (LMS)

Provides a complete solution for the administration of all library technical functions and services to the public.





DIGITAL IMAGING SYSTEM

• Digital imaging systems (DIS) give organizations the ability to capture, store and distribute an enormous number of records over electronic networks. In the past, businesses relied on paper and microfilm for storage.

• A DIS speeds the search and retrieval process for documents and information.

• Organizations can save considerable storage space because of the decrease in the need for filing cabinets and other storage devices.


• This allows for integration with other IMS because it has been digitized.

•Automate the creation of electronic versions of paper documents (such as PDFs or TIFFs) and are used as an input to Records Management Systems.

Digital Imaging System cont’d


PURPOSES OF IMS

IMS mainly serves the following Purposes:

•Planning and Control

•Aid Decision Making


Other purposes of IMS

IMS can also serve the following Purposes:• The company is able to highlight their strength and

weaknesses due to the presence of revenue reports, employee performance records...

• Giving an overall picture of the company and acting as a communication and planning tool.

• The availability of the customer data and feedback can help the company to align their business processes according to the needs of the customers.


Other purposes of IMS Con’t

• increase employee productivity by reducing the time, errors and cost associated with processing information.

• Improve team collaboration – improving the performance of teams by supporting the sharing and flow of information.

• Enable global reach – marketing your products and services in countries all over the world and developing partnerships.


Assignment I

Question

• Identify any information systems of choice; and spell out the specific components as it pertains to the selected IS.

•Group presentation:• 28th Sept. 2016– Main campus.• 29th Sept. 2016 – City campus.


Assignment II

•Discuss any five (5) information security threats that one may be exposed to, when using a named social media. •Do you agree with the view that the

advent of social media has affected the way organizations manage information? Discuss with the aid of specific real world examples and justify your position. •…discuss using a named library as a case.
