Information Organization is processes which involve creation of abstracted data structures including indexes, databases, and data-objects which serve the primary tasks of ordering, subrogation, and description. Information technology (IT) plays a key role in Information Organization practices, influencing elements of creation and use of document derivatives. In the traditional library realm, organization tasks include annotation of documents directly creation of print or electronic surrogates in the form of catalog records, abstracts, and digital libraries, and the physical or virtual ordering or grouping of resources using the processes of categorization and classification.
Reason for organizing information include; to be able to find information easily. We organize information by the method of lumping and splitting .we lump information which are similar together. Then we spilt the information into groups based on how they are different from each other.
When organizing information you need to now the nature of the information, the people using the systems to access the information wither they have the knowledge and skills on how to use the system, the process of describing information such as metadata and library cataloging
An information retrieval system is defined as any device which helps access to documents specified by subject, and the operations associated with it. The documents can be inform of books, journals, reports, atlases, or any other records of thought, or records like—articles, chapters, sections, tables, diagrams, or even particular words. The retrieval devices can range from a bare list of contents to a large digital computer and its accessories. The operations can range from very simple visual scanning to the most detailed programming.
This information organization is to solve a major problem that are encounter in a library
Problems encountered include
• When the libraries have a lot of books and according to the amount of books it is hard for them to manage the loan• Readers are omit information that are in books or papers with electronic• Staffs of the libraries use papers to record information about the loan, and when they want to search some information about the loan it become difficult. Common information management problems include:
• Large number of disparate information management systems.
• Little integration or coordination between information systems.
• Range of legacy systems requiring upgrading or replacement.
• Direct competition between information management systems.
• No clear strategic direction for the overall technology environment.
• Limited and patchy adoption of existing information systems by staff.
1. . Accountability – Assign a senior executive who will oversee and be accountable for record keeping program (aka information governance program, or IGP) and delegate program responsibility to appropriate individuals; adopt policies and procedures to guide personnel, and ensure program auditability. Make all business managers accountable for information governance and the records management principles, policies, and costs.
2. Integrity – Construct an IGP so that records generated or managed by or for the organization have a reasonable and suitable guarantee of authenticity and reliability. Identify technologies and processes that can provide suitable and reasonable guarantees. To do this of course requires an organization to first define and classify the difference between official records and business information.
3. Protection – The IGP must ensure a reasonable level of protection to records and information that are private, confidential, privileged, secret, or essential to business continuity. These attributes are the core differentiators when comparing content management to records management systems.
4. Compliance – The IGP must be established to comply with applicable and jurisdictional laws, regulations, and the organization’s policies. The challenge for most organizations is not developing policies but instead enforcing these policies across a vast number of information repositories and file systems.
5. Availability – The IGP must maintain records in a manner that ensures timely, efficient, and accurate retrieval of needed information, as more and more organizations are turning to information governance and IGP to do more than meet compliance regulations.
6. Retention – Maintain records and other information for an appropriate time (and for no longer), taking into account business, legal, regulatory, fiscal, operational, and historical requirements.
7. Disposition – An IGP provides for the deletion for records that have no incremental business value or that create liability for the business.
8. Transparency – The IGP must be implemented in a defensible, understandable, and efficient manner and be available and understood by internal and external business stakeholders.
Analysis of the requirement for a solution
Employ metadata management system. A metadata is like a key to the functioning of a system holding content. This can be obtained by cataloguing airtcles, books, DVD and all other information in the library. In this case we will use descriptive metadata
Requirements for a standard metadata
Cataloging skills novice developing proficient accomplished
1 2 3 4
Descriptive cataloguing Limited ability in identifying access point Can identify more appropriate Demonstrate ability in access point
Identification of access point Does not know how Commits error use of punctuation Shows an increase in ability Can create records
Subject of the work Catalogue entries Subjects, heading Subjects heading Heading subject
Assigning of number Class numbers are misleading Class number are broad Class numbers Class numbers
Conclusion The most important role of an information system in an organization is to provide data to help executive management make decisions. Data is compiled through transaction processing or query routines built into the information system to access item and detail records. Through decision support programs, which are packaged as software routines, executive management can analyze several areas of an organization and create scenarios through the information system for a desired result. These results are defined in the organizations’ objectives and goals to improve productivity.