INFORMATION TECHNOLOGY – INT211

1. INFORMATION TECHNOLOGY – INT211 INFORMATION MANAGEMENT

2. What is Information Management? • Information management (IM) is the collection and management of information from one or more sources and the distribution of that information to one or more audiences. This sometimes involves those who have a stake in, or a right to that information. Management means the organization of and control over the structure, processing and delivery of information. In short, information management entails organizing, retrieving, acquiring and maintaining information.

3. Popular Definitions of IM • the procedure of collecting data and processing, presenting and communicating informationen.wikibooks.org/wiki/SA_NCS_Computer_Application_Technology:Glossary • The provision of relevant information to the right person at the right time in a usable form to facilitate situational understanding and decision making. It uses procedures and information systems to collect, process, store, display, and disseminate information. (FM 3-0)https://rdl.train.army.mil/soldierPortal/atia/adlsc/view/public/7422-1/fm/3-13/glos.htm;jsessionid=MvnFH3yTHgWVsbGdH1zbk0Jyx82JCpBghJJlnpvwQhY51vkgrgQQ!74318302 • The planning, budgeting, manipulating, and controlling of information throughout its life cycle.www.stanlake.co.uk/recruitment-candidates/recruitment-glossary.php • The entire process of defining, evaluating, protecting, and distributing data within an organization. ...www.storsoftcorp.com/Glossary.htm

4. STEPS IN INFORMATION MANGEMENT

5. Why is Info. Management important? • Helps to ensure consistency in data recording • Helps to ensure effective functioning of organization • Assists in timely decision making by managers • Increases the understanding of situation in which decisions needs to be made • Increases the reliability of data used in decision making • Adherence to the steps/procedures increases accuracy in data management/storage

6. What are the benefits achieved from IM? • Improves decision making when data is accurate • Improves information access and protects against improper use • Reduce wastage – having had the right info to make the right decision by the right person at the right time • Review previous decision or data to assist with future decisions • Gives competitive advantage

7. What are the dangers of improper IM? • Inaccurate data being used to make decision • Information being passed to unauthorized persons • Can lead to propaganda and other misuse of information • Loss on income, loss of privacy and exposure of organizational operations to unauthorized persons

8. Key Terms in IM • Fields .. Data types • Records • Tables • Files • Database (DBMS)

9. Database Normalization • Database normalization is the process of removing redundant data from your tables in to improve storage efficiency, data integrity, and scalability. • In the relational model, methods exist for quantifying how efficient a database is. These classifications are called normal forms (or NF). • Normalization generally involves splitting existing tables into multiple ones.

10. History • Edgar F. Codd first proposed the process of normalization and what came to be known as the 1st normal form. • Edgar F. Codd originally established three normal forms: 1NF, 2NF and 3NF. There are now others that are generally accepted, but 3NF is widely considered to be sufficient for most applications. Most tables when reaching 3NF are also in BCNF (Boyce-Codd Normal Form).

11. Table 1

12. First Normal Form • In our Table 1, we have two violations of First Normal Form: • First, we have more than one author field, • Second, our subject field contains more than one piece of information. With more than one value in a single field, it would be very difficult to search for all books on a given subject.

13. First Normal Table • Table 2 We now have two rows for a single book. Additionally, we would be violating the Second Normal Form… A better solution to our problem would be to separate the data into separate tables- an Author table and a Subject table to store our information, removing that information from the Book table:

14. Subject Table Author Table Book Table

15. Each table has a primary key, used for joining tables together when querying the data. A primary key value must be unique with in the table (no two books can have the same ISBN number), and a primary key is also an index, which speeds up data retrieval based on the primary key.

16. Second Normal Form • As the First Normal Form deals with redundancy of data across a horizontal row, Second Normal Form (or 2NF) deals with redundancy of data in vertical columns. • As stated earlier, the normal forms are progressive, so to achieve Second Normal Form, the tables must already be in First Normal Form. • The Book Table will be used for the 2NF example

17. 2NF Table Book Table Book Table Publisher Table

18. 2NF • Here we have a one-to-many relationship between the book table and the publisher. A book has only one publisher, and a publisher will publish many books. When we have a one-to-many relationship, we place a foreign key in the Book Table, pointing to the primary key of the Publisher Table.

19. Third Normal Form • Third normal form (3NF) requires that there are no functional dependencies of non-key attributes on something other than a candidate key. • A table is in 3NF if all of the non-primary key attributes are mutually independent of each other. • There should not be transitive dependencies

20. How are files and Databases useful in organizations? • Store information • Organize information • Search for information • Retrieval of information • Eliminate redundancies