MANAGEMENT OF INFORMATION

SYSTEM AND SERVICES

2913/304

BARINGO TECHNICAL COLLEGE

ICT DEPARTMENT

DIPLOMA IN INFORMATION SCIENCE

MOD III

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 TOPIC ONE
INTRODUCTION OF MANAGEMENT OF INFORMATION SYSTEM
AND SERVICES
Management of information systems and services is the process of organizing,
storing, processing, and sharing information resources in an organization. The
management of information systems and services is a critical function that helps
businesses to achieve their objectives by providing the information needed to make
informed decisions.

The goal of management of information systems and services is to ensure that

information resources are available, accurate, and secure, and that they are utilized
effectively by the organization. This includes the management of both electronic
and physical information resources, such as databases, files, documents, and
records.

Effective management of information systems and services involves several key

components, including:

1. Information strategy development: This involves developing a plan for

managing the organization's information resources in a way that aligns with the
organization's goals and objectives.
2. Information system development: This involves the development and
implementation of information systems and technologies that support the
management of the organization's information resources.
3. Information resource management: This involves the management of the
organization's information resources, including the acquisition, storage, retrieval,
and dissemination of information.
4. Information security: This involves protecting the organization's information
resources from unauthorized access, theft, and destruction.
5. Information quality management: This involves ensuring that the information
used in decision-making is accurate, reliable, and relevant.

Effective management of information systems and services is critical to the success

of any organization. It enables the organization to make informed decisions,
improves productivity and efficiency, and helps the organization to stay
competitive in a rapidly changing business environment.
MEANING OF INFORMATION SYSTEM AND SERVICES

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An information system is a set of interconnected components that work together
to collect, process, store, and disseminate information to support decision making
and control in an organization.

SYSTEM

A system is a set of interconnected components that work together to achieve a

common goal or set of goals. A system can be physical or abstract, and can range
in complexity from a simple machine to a complex network of interacting
elements.

In the context of information systems, a system refers to a combination of

hardware, software, and procedures that are used to collect, store, process, and
disseminate information. An example of an information system is a customer
relationship management (CRM) system, which is used to manage interactions
with customers and clients, and to track and analyze customer data.

Systems can also be classified by their level of automation. A manual system relies
on human operators to input, process, and output information, while an automated
system uses technology to perform these tasks.

Overall, a system is a collection of elements that work together to achieve a

common goal or set of goals. Information systems are specific type of systems that
are designed to support the collection, storage, processing, and dissemination of
information, to support the operations and decision-making of an organization

Services refer to specific activities that a business or organization provides to its

customers or clients in exchange for compensation. These services can be in the
form of products or intangible services. Examples of services include consulting,
training, and technical support.

HISTORICAL DEVELOPMENT OF INFORMATION SYSTEMS AND SERVICES

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 The development of information systems and services has evolved over time, with significant
advancements in technology playing a major role in shaping their current form.

In the early days of computing, the main focus was on developing large-scale mainframe
computers that were primarily used by government and large corporations for data processing
and scientific research. These computers were expensive and required specialized personnel to
operate and maintain them.

As technology advanced, mini and microcomputers became available, which made it possible for
small and medium-sized businesses to afford and use computers. This led to the development of
more specialized information systems, such as accounting and inventory management systems.

The advent of personal computers in the 1980s and the widespread availability of the Internet in
the 1990s greatly increased the accessibility and functionality of information systems. This led to
the development of new types of systems, such as enterprise resource planning (ERP) systems,
customer relationship management (CRM) systems, and business intelligence systems.

With the widespread use of the internet and mobile devices, the availability of information
systems and services has increased dramatically, making it possible for individuals and small
businesses to access information and services that were previously only available to large
organizations. Cloud computing and software as a service (SaaS) have also enabled businesses of
all sizes to access advanced information systems and services on a pay-as-you-go basis.

In recent years, the development of artificial intelligence and machine learning has led to the
creation of new forms of information systems and services, such as intelligent personal
assistants, chatbots, and predictive analytics.
PURPOSE OF INFORMATION SYSTEMS AND SERVICES
The purpose of information systems and services is to support and improve the operations,
management, and decision-making of an organization.

Information systems are designed to process, store, and disseminate information, which is used
to support the day-to-day operations of an organization. For example, an inventory management
system would be used to track the movement of goods, while a human resources system would
be used to manage employee data.

Services, on the other hand, are designed to provide specific functions or capabilities that an
organization can offer to its customers or clients. For example, consulting services would be used
to provide expert advice to clients, while technical support services would be used to assist
customers with troubleshooting and problem resolution.

Together, information systems and services can be used to achieve a wide range of
organizational goals, such as:

 Improving efficiency and productivity

 Enhancing decision-making capabilities

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 Increasing competitiveness
 Improving communication and collaboration
 Enhancing customer service and satisfaction
 Facilitating compliance with legal and regulatory requirements
 Increasing revenue and profitability.

Overall, the purpose of information systems and services is to support the overall goals of an
organization by providing the information and capabilities that are needed to effectively manage
and operate it.
FUNCTION OF INFORMATION SYSTEMS AND SERVICES
Information systems and services play a vital role in supporting the operations, management,
and decision-making of an organization. The main functions of information systems and services
include:

1. Data collection and storage: Information systems and services are used to collect, store, and
manage large amounts of data. This data can come from a variety of sources, such as
transactional systems, sensor networks, social media, and other external sources.
2. Data processing and analysis: Information systems and services are used to process and
analyze data, in order to extract insights, knowledge and information that can be used to support
decision-making and improve performance.
3. Communication and collaboration: Information systems and services are used to facilitate
communication and collaboration within and between organizations. This can include email,
instant messaging, video conferencing, and other forms of digital communication.
4. Automation and process management: Information systems and services are used to automate
and manage various business processes, such as inventory management, order fulfillment, and
customer service.
5. Decision-making support: Information systems and services are used to provide managers and
executives with the information and tools they need to make decisions. This can include decision
support systems, business intelligence systems, and expert systems.
6. Customer and client support: Services are used to provide specific functions or capabilities
that an organization can offer to its customers or clients. For example, consulting services would
be used to provide expert advice to clients, while technical support services would be used to
assist customers with troubleshooting and problem resolution.
7. Compliance: Information systems and services are used to help organizations comply with legal
and regulatory requirements, such as data privacy and security laws.
8. Security: Information systems and services are used to protect an organization's information and
systems from unauthorized access and attacks.

Overall, the main function of information systems and services is to support the overall goals of
an organization by providing the information and capabilities that are needed to effectively
manage and operate it

TYPES OF INFORMATION SYSTEMS AND SERVICES

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 There are several different types of information systems and services, each with their own
specific functions and features. Some examples include:

Information Systems:

1. Transaction Processing Systems (TPS) - These systems are used to process and record routine
transactions, such as sales and purchases.
2. Management Information Systems (MIS) - These systems are used to provide managers with
the information they need to make decisions.
3. Decision Support Systems (DSS) - These systems are designed to help managers make
decisions by providing access to relevant information and analytical tools.
4. Executive Support Systems (ESS) - These systems are designed to provide senior executives
with the information they need to make strategic decisions.
5. Expert Systems - These systems are designed to mimic the decision-making abilities of a human
expert in a specific domain.

Services:

1. Consulting services - These services are used to provide expert advice and guidance to
organizations.
2. Technical support services - These services are used to assist customers with troubleshooting
and problem resolution.
3. Training services - These services are used to provide instruction and education to employees
and customers.
4. Managed services - These services are used to outsource the management of specific functions
or processes to a third party.
5. Cloud services - These services provide online storage and access to software and information
via the internet, it can be infrastructure as a service (IaaS), platform as a service (PaaS) or
software as a service (SaaS)

These are just a few examples of the many different types of information systems and services
that are available. As technology continues to evolve, new types of systems and services are
likely to be developed.

Types of information systems and services

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 There are several different types of information systems and services, each with their own
specific functions and features. Some examples include:

Information Systems:

1. Transaction Processing Systems (TPS) - These systems are used to process and record routine
transactions, such as sales and purchases.
2. Management Information Systems (MIS) - These systems are used to provide managers with
the information they need to make decisions.
3. Decision Support Systems (DSS) - These systems are designed to help managers make
decisions by providing access to relevant information and analytical tools.
4. Executive Support Systems (ESS) - These systems are designed to provide senior executives
with the information they need to make strategic decisions.
5. Expert Systems - These systems are designed to mimic the decision-making abilities of a human
expert in a specific domain.
6. Geographic Information Systems (GIS) - These systems are used to capture, store, analyze,
and present spatial and geographic data.
7. Enterprise Resource Planning (ERP) Systems - These systems are designed to integrate and
manage the various functions of an organization, such as finance, accounting, human resources,
and supply chain management.
8. Customer Relationship Management (CRM) Systems - These systems are used to manage
interactions with customers and clients, and to track and analyze customer data.
9. Business Intelligence (BI) Systems - These systems are used to analyze large amounts of data
and extract insights that can be used to improve business performance.
10. Supply Chain Management Systems (SCM) - These systems are used to manage the flow of
goods and services, from suppliers to customers.

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 Services:

1. Consulting services - These services are used to provide expert advice and guidance to
organizations.
2. Technical support services - These services are used to assist customers with troubleshooting
and problem resolution.
3. Training services - These services are used to provide instruction and education to employees
and customers.
4. Managed services - These services are used to outsource the management of specific functions
or processes to a third party.
5. Cloud services - These services provide online storage and access to software and information
via the internet, it can be infrastructure as a service (IaaS), platform as a service (PaaS) or
software as a service (SaaS)
6. Data analytics and visualization services - These services are used to extract insights and
knowledge from large data sets, and to present them in an easily understandable format.
7. Cybersecurity services - These services are used to protect an organization's information and
systems from unauthorized access and attacks.
8. Digital transformation services - These services are used to help organizations leverage digital
technologies to improve their operations and customer experiences.

These are just a few examples of the many different types of information systems and services
that are available. As technology continues to evolve, new types of systems and services are
likely to be developed.

TOPIC TWO
INFORMATION RESOURCES

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 Information resources refer to the various sources of information that an organization can use to
support its operations, management, and decision-making. Some examples of information
resources include:

1. Data - This refers to raw, unprocessed information that is collected and stored by an
organization. This can include data from transactional systems, sensor networks, social media,
and other sources.
2. Documents - This refers to written or printed materials that contain information, such as reports,
manuals, and books.
3. People - Employees, managers, and other individuals within an organization can be a valuable
source of information. They can provide insight and expertise on specific topics, as well as serve
as a sounding board for ideas and decisions.
4. Hardware - This refers to the physical devices that are used to store, process, and disseminate
information, such as servers, computers, and mobile devices.
5. Software - This refers to the programs and applications that are used to manage and analyze
data, such as database management systems, analytics tools, and decision support systems.
6. External sources - This refers to information that comes from outside the organization, such as
market research, news articles, and government statistics.
7. Web-based resources - This refers to the information that is available on the internet, such as
online databases, websites, and social media platforms.

Overall, information resources are the building blocks for creating and maintaining an effective
information system. These resources are used to collect, process, store, and disseminate
information that is used to support the operations, management, and decision-making of an
organization.
MEANING OF INFORMATION RESOURCES
Information resources refer to the various sources of information that an organization can use to
support its operations, management, and decision-making. They are the materials, hardware,
software, people, and external sources that an organization uses to gather, store, process,
distribute, and retrieve information.

Information resources can be classified into two main types: internal and external. Internal
resources are those that are owned and controlled by the organization, such as data and
documents generated by the organization, employees, and IT systems. External resources are
those that are outside the organization, such as market research, industry reports, and government
statistics.

Information resources can also be classified into primary and secondary resources. Primary
resources are original sources of information, such as original research, surveys, and
experiments. Secondary resources are derived from primary resources and include
bibliographies, indexes, abstracts, and literature reviews.

Information resources can be physical or digital, and they can be in the form of text, images,
audio, or video.

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 Overall, information resources are the foundation of any organization, they are the tools,
materials, and people that organizations use to make sense of their environment, communicate
with stakeholders and make decisions.
TYPES OF INFORMATION RESOURCES
There are several different types of information resources, including:

1. Data: This refers to raw, unprocessed information that is collected and stored by an organization.
This can include data from transactional systems, sensor networks, social media, and other
sources.
2. Documents: This refers to written or printed materials that contain information, such as reports,
manuals, and books.
3. People: Employees, managers, and other individuals within an organization can be a valuable
source of information. They can provide insight and expertise on specific topics, as well as serve
as a sounding board for ideas and decisions.
4. Hardware: This refers to the physical devices that are used to store, process, and disseminate
information, such as servers, computers, and mobile devices.
5. Software: This refers to the programs and applications that are used to manage and analyze data,
such as database management systems, analytics tools, and decision support systems.
6. External sources: This refers to information that comes from outside the organization, such as
market research, news articles, and government statistics.
7. Web-based resources: This refers to the information that is available on the internet, such as
online databases, websites, and social media platforms.
8. Audio-visual resources: This refers to the information that is presented in audio or visual
format, such as videos, podcasts, and photographs.
9. Archival resources: This refers to historical information that is preserved for long-term use,
such as documents, photographs, and artifacts.
10. Digital resources: This refers to information that is available in digital format, such as e-books,
articles, and online databases.

Overall, there are many different types of information resources, each with its own unique
characteristics and uses. The choice of information resources will depend on the specific needs
and goals of the organization.

FUNCTIONS OF INFORMATION RESOURCES

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 Information resources refer to any collection of data, facts, or knowledge that can be used to
enhance understanding, make informed decisions, and solve problems. The functions of
information resources can vary depending on their nature, purpose, and the context in which they
are used. However, some common functions of information resources are:

1. : Information resources provide valuable sources of information that can be used for academic,
research, or personal learning. They help individuals to access and explore diverse perspectives
and knowledge on various topics and subjects.
2. Supporting decision-making: Information resources provide critical data and insights that
support decision-making processes in organizations and institutions. They can be used to inform
policy, strategy, and operations decisions.
3. Promoting innovation: Information resources can inspire and support innovation by providing
new ideas, insights, and approaches. They can stimulate creativity and encourage
experimentation.
4. Enhancing communication: Information resources can facilitate communication and
collaboration among individuals, groups, and organizations. They help in sharing and
exchanging knowledge, ideas, and experiences.
5. Preserving and documenting history: Information resources play a vital role in preserving
historical records, cultural heritage, and institutional memory. They help in documenting events,
experiences, and perspectives for future generations.
6. Promoting transparency and accountability: Information resources can promote transparency
and accountability in government, business, and other organizations. They provide access to
critical information that can help in monitoring and evaluating performance and outcomes.

Overall, information resources are essential tools for individuals and organizations to navigate
complex and dynamic environments, make informed decisions, and drive innovation and
progress.

FACILITIES USED IN INFORMATION RESOURCES

There are several different types of facilities that are used to support the collection, storage,
processing, and dissemination of information resources. Some examples include:

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1. Data centers: These facilities are used to house the servers, storage devices, and other
equipment that are used to store and process large amounts of data. They also provide the
necessary power and cooling to support the operation of these devices.
2. Libraries: These facilities are used to store and provide access to books, journals, and other
print materials. They may also provide digital resources, such as e-books and online databases.
3. Archives: These facilities are used to preserve historical documents, artifacts, and other
materials for long-term use.
4. Recording studios: These facilities are used to record and produce audio and video resources,
such as podcasts and videos.
5. Computer labs: These facilities are equipped with computers and other equipment that are used
for data processing and analysis. They may also be used for training and instruction.
6. Network operations centers (NOC): These facilities are used to monitor and manage the
organization's network, servers and other IT infrastructure
7. Cybersecurity centers: These facilities are used to monitor, detect and respond to cybersecurity
threats, they also provide the necessary equipment and personnel to protect the organization's
information and systems.
8. Cloud data centers: These facilities are used to provide Cloud services, they provide the
necessary infrastructure, hardware and software to provide online storage and access to software
and information via the internet.

Overall, the choice of facilities will depend on the specific needs and goals of the organization,
and the type of information resources that are being collected, stored, processed, and
disseminated.
CRITERIA FOR SELECTING INFORMATION RESOURCES
There are several criteria that can be used to evaluate and select information resources,
including:

1. Relevance: The information resources should be relevant to the needs and goals of the
organization. It should provide information that is useful and applicable to the decision-making
and operations of the organization.
2. Timeliness: The information resources should be up-to-date and current, providing the most
recent and accurate information available.
3. Authority: The information resources should be from credible and reliable sources, such as
reputable journals, books, and government agencies.
4. Objectivity: The information resources should be unbiased and free from any personal or
commercial interest.
5. Accessibility: The information resources should be easily accessible and retrievable, whether
they are in print or digital format.
6. Cost-effectiveness: The information resources should be cost-effective and affordable,
especially if they are needed on a regular basis.
7. Format: The information resources should be in a format that is easily readable, viewable, and
understandable by the intended audience.
8. Technical compatibility: The information resources should be compatible with the
organization's existing systems and equipment, such as software and hardware.
9. Legal compliance: The information resources should comply with any legal and regulatory
requirements, such as data privacy and security laws.

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10. Scalability: The information resources should be able to accommodate future growth and
changes in the organization.

Overall, the criteria for selecting information resources will depend on the specific needs and
goals of the organization, and the type of information resources that are being considered. It's
important to keep in mind that no one resource is perfect, and that a combination of different
resources is often best.
METHODS OF EVALUATING INFORMATION RESOURCE
There are several methods that can be used to evaluate information resources, including:

1. Peer review: This method involves evaluating the information resource by a group of experts in
the same field. They will review the content, methodology, and conclusion of the resource to
ensure its credibility.
2. Fact-checking: This method involves verifying the information presented in the resource against
other credible sources to ensure accuracy.
3. Bibliometric analysis: This method involves analyzing the resource based on its citations,
authorship, and publication history to evaluate its impact and significance in the field.
4. User feedback: This method involves gathering feedback from users who have used the
information resource, to evaluate its usefulness, usability, and effectiveness.
5. Heuristic evaluation: This method involves evaluating the resource based on a set of predefined
criteria, such as relevancy, timeliness, and credibility, to determine its quality.
6. Content analysis: This method involves analyzing the resource based on its content, such as the
type of information, language, and format, to evaluate its suitability for the intended audience
and purpose.
7. Impact analysis: This method involves evaluating the resource based on the impact it has on the
organization, such as improved decision-making, increased productivity, or enhanced customer
satisfaction.
8. Cost-benefit analysis: This method involves evaluating the resource based on the costs of
acquiring and maintaining it, compared to the benefits it provides to the organization.

Overall, the choice of method for evaluating information resources will depend on the specific
needs and goals of the organization, and the type of information resources being evaluated. It's
important to keep in mind that no one method is perfect, and that a combination of methods may
be used to get a more comprehensive evaluation.

TOPIC THREE
STORAGE AND PRERVATION
MEANING OF STORAGE AND PRESERVATION OF INFORMATION

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 Storage and preservation of information refers to the process of keeping information safe and
accessible over a period of time.

Storage refers to the process of saving and keeping information in a safe and accessible location.
This can include physical storage, such as in a file cabinet or on a hard drive, as well as digital
storage, such as in a cloud-based platform or on a server. The main objective of storage is to
keep information accessible and retrievable when needed.

Preservation refers to the process of keeping information in a format that will not degrade over
time. This includes the use of proper storage conditions, such as temperature and humidity
control, as well as regular backups and migrations to new storage media. The main objective of
preservation is to ensure the longevity of the information and its usability for future use.

Both storage and preservation are important for maintaining the integrity and accessibility of
information over time, and for ensuring that it remains available for current and future use. This
can be especially important for information that is critical to the operations and decision-making
of an organization.

Overall, storage and preservation are both important aspects of managing information resources.
Storage ensures the accessibility and irretrievability of information, while preservation ensures
the longevity and integrity of information over time. Together, they help organizations to
maintain the value of their information resources and ensure that they remain useful for as long
as possible.

PURPOSE OF STORING AND PRESERVING INFORMATION

The purpose of storing and preserving information is to ensure that it remains accessible and
usable over a period of time.

1. Accessibility: Storing information in a safe and accessible location ensures that it can be easily
retrieved when needed. This can include physical storage, such as in a file cabinet or on a hard
drive, as well as digital storage, such as in a cloud-based platform or on a server.
2. Preservation of integrity: Preservation involves maintaining the original integrity of the
information over time, such as by keeping it in a format that will not degrade. This includes the

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 use of proper storage conditions, such as temperature and humidity control, as well as regular
backups and migrations to new storage media.
3. Compliance: Storing and preserving information can also help organizations comply with legal
and regulatory requirements, such as data privacy and retention laws.
4. Historical record: Preservation of information helps organizations to maintain a historical
record of their operations and decisions, which can be used to inform future decisions.
5. Continuity: Storing and preserving information can help organizations to maintain continuity in
the event of disasters or other disruptions, such a s power outages or equipment failures.
6. Cost-effectiveness: Storing and preserving information can help organizations to reduce costs by
avoiding the need to recreate lost or degraded information.
7. Legal and regulatory requirements: Preservation of information can help organizations
comply with legal and regulatory requirements, such as data retention laws, and can provide
evidence in legal proceedings.

Overall, the purpose of storing and preserving information is to ensure that it remains accessible
and usable over a period of time. It enables organizations to maintain the integrity and value of
their information resources, and to ensure that they remain useful for as long as possible.

Policies governing storage and preserving of information

 Retention policy: determines how long information should be kept.
 Data protection policy: ensures sensitive information is kept confidential.
 Backup and disaster recovery policy: outlines procedures for preserving data
in the event of a disaster.
 Archiving policy: governs the process of moving inactive information to long-
term storage.
 Access control policy: regulates who can access stored information and how.
 Data integrity policy: ensures data is accurate and unaltered.
 Data classification policy: categorizes information based on its level of
sensitivity and impact.

Methods of storing and preservation of information materials

There are several methods of storing and preserving information materials,
depending on the type of material and the purpose of preservation. Here are some
common methods:

1. Physical storage: This method involves storing information materials in a physical

location, such as a file cabinet, bookshelf, or warehouse. This method is commonly
used for paper documents, books, and other tangible items.

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2. Digital storage: This method involves storing information materials in a digital
format, such as on a computer hard drive or in the cloud. Digital storage is
commonly used for electronic documents, images, and multimedia files.
3. Microfilming: This method involves reducing the size of information materials by
capturing them on microfilm. Microfilm is a thin strip of film on which images of
documents or other materials are recorded at a reduced scale. This method is
commonly used for preserving archival records and other important documents.
4. Encapsulation: This method involves encasing information materials in a
protective covering, such as a plastic sleeve or envelope. Encapsulation is
commonly used for protecting fragile documents and other items from damage
caused by handling, moisture, and other environmental factors.
5. Conservation treatment: This method involves repairing and restoring damaged
or deteriorating information materials to extend their lifespan. Conservation
treatment may involve processes such as deacidification, washing, and re-sewing
or rebinding books.
6. Climate control: This method involves controlling the temperature, humidity, and
other environmental factors in storage facilities to prevent damage to information
materials. Climate control is commonly used for preserving archival records, rare
books, and other valuable items.

In summary, there are several methods of storing and preserving information

materials, each with its advantages and disadvantages. The choice of method
depends on the type of material, its condition, and the intended purpose of
preservation. By choosing an appropriate preservation method, information
materials can be protected and made accessible to future generations.

Methods of storing and preservation of information materials in information

system and services

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 In the context of information systems and services, there are several methods of
storing and preserving information materials. Here are some common methods:

1. Databases: This method involves storing information materials in a structured

database system. Databases provide a high level of data security and can efficiently
manage large volumes of data.
2. Cloud storage: This method involves storing information materials in the cloud,
which allows users to access them from anywhere with an internet connection. Cloud
storage provides a convenient and cost-effective solution for storing and sharing
information.
3. Backup and disaster recovery: This method involves regularly backing up
information materials to prevent data loss in case of hardware failure or other
disasters. Backup and disaster recovery plans should be in place to ensure the timely
restoration of information materials in case of an unexpected event.
4. Digital preservation: This method involves preserving digital information materials
in a format that is sustainable over time. Digital preservation ensures that digital
information materials remain accessible and usable in the long term.
5. Metadata management: This method involves creating and managing metadata for
information materials, which helps users to find, access, and use the materials more
efficiently. Metadata can include information such as author, title, date, and keywords.
6. Access control: This method involves controlling access to information materials to
prevent unauthorized use, modification, or deletion. Access control can be
implemented through user authentication, role-based access control, and other security
mechanisms.

In summary, there are several methods of storing and preserving information materials
in information systems and services, each with its advantages and disadvantages. The
choice of method depends on the type of information material, the size of the
collection, and the intended purpose of preservation. By choosing an appropriate
preservation method, information materials can be protected and made accessible to
users in a reliable and efficient manner.

Methods of storage of information in information system and services

In information system management, there are various methods of storage for

storing data and information. Some of the common methods are:

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1. Relational Database Management Systems (RDBMS): This method uses tables
to store data and information. It is a commonly used method in the management of
large and complex data sets, and it provides efficient ways to retrieve, search and
analyze data.
2. Object-oriented database management systems (OODBMS): This method
stores data in the form of objects, which can include data, attributes, and methods.
OODBMS is commonly used in situations where the data is complex and has to be
represented as objects.
3. File Storage: This method stores data in a file system that is organized
hierarchically. It is commonly used for storing unstructured data such as
documents, images, and videos.
4. Cloud Storage: This method involves storing data in a remote server that can be
accessed through the internet. It is a popular method of storage for businesses
because it allows for easy access and sharing of data.
5. Network-Attached Storage (NAS): This method involves storing data on a
dedicated network storage device that is connected to a network. It is commonly
used for storing and sharing files among users in a network.
6. Storage Area Network (SAN): This method involves storing data in a dedicated
storage area network that is separate from the primary network. SAN is commonly
used for storage and retrieval of large amounts of data.
7. Content Addressed Storage (CAS): This method involves storing data based on its
content rather than location. CAS ensures the data is secure, protected and can be
easily accessed by authorized users.

In summary, there are several methods of storage in information system

management, and each method has its advantages and disadvantages. The choice of
the storage method depends on the type of data or information, the size of the
organization, and the purpose of storage. By selecting an appropriate storage
method, organizations can effectively manage their data and information.

Methods of preservation of formation

1. Physical storage: Hard drives, tapes, disks, and other physical storage media.
2. Cloud storage: Data is stored on remote servers accessible through the internet.
3. Digital preservation: use of digital formats and technology to ensure data longevity and access.
4. Archiving: preservation of inactive or historical information in long-term storage.
5. Cold storage: a type of digital preservation for infrequently accessed data with long-term
retention requirements.
6. Microfilming/Digitization: capturing information on film or digitizing it to preserve in a format
that can be easily accessed.
7. Analogue preservation: preserving information in analogue format, such as audio or video tape

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 Facilities used in storage and preservation of information
1. Data centers: specialized facilities for storing large amounts of digital information.
2. Archival repositories: facilities specific designed for preserving historical records and archives.
3. Library stacks: shelving units in libraries used to store books and other information materials.
4. Microfilm/Digitization labs: facilities equipped for converting physical materials into digital
format.
5. Museum storage: specialized facilities for storing and preserving museum collections.
6. Cold storage facilities: specialized facilities for storing information materials in low-
temperature environments.
7. Document storage facilities: facilities for storing physical documents and records in a secure
and organized manner

Agents of destruction of information resources

1. Physical damage: fires, floods, earthquakes, and other natural disasters.
2. Technical malfunctions: hardware failures, software crashes, and other system errors.
3. Human error: accidental deletion, misplacement, or alteration of information.
4. Cyber-attacks: viruses, malware, and other forms of cybercrime that target information systems.
5. Deterioration: aging and degradation of physical materials, such as paper and film.
6. Obsolescence: loss of access to information due to outdated technology or software.
7. Environmental factors: exposure to heat, light, moisture, and other environmental factors can
cause damage to information materials

TOPIC FOUR

INFORMATION SERVICES
Information services refer to the provision of information to meet the informational
needs of individuals, organizations, and society. They include:

1. Library services: information services provided by libraries, including access to

books, journals, and other information resources.
2. Information management services: services for managing and organizing
information, such as records management, data analysis, and digital preservation.

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3. Reference services: services that help users locate and use information, such as
reference desk assistance and online reference databases.
4. Information dissemination services: services that distribute information, such as
publishing and news reporting.
5. Information literacy services: services that teach individuals how to find,
evaluate, and use information effectively.
6. Online information services: services that provide access to information through
the internet, such as search engines and online databases.
7. Knowledge management services: services that support organizations in
managing their knowledge and intellectual capital

Meaning of information services

Information services refers to the various activities, programs and services that
help individuals, organizations, and society access, manage, and use information.
These services encompass a wide range of activities, from traditional library
services to digital services such as online databases, search engines, and
information management systems. The main aim of information services is to
provide individuals and organizations with the information they need to make
informed decisions, support their research, and meet their information needs.
Information services may be provided by libraries, archives, government agencies,
and private information provider

Purpose of information services

1. To provide access to information: Information services aim to make information
resources easily accessible to users.
2. To support research and learning: Information services provide resources and
support to assist users in their research and learning.
3. To provide information literacy education: Information services aim to teach
users how to locate, evaluate, and effectively use information.
4. To preserve information: Information services aim to preserve information for
future generations and ensure its longevity.

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5. To manage information: Information services help organizations manage and
organize information for efficient use.
6. To support decision making: Information services provide access to relevant and
reliable information to support informed decision making.
7. To provide reference services: Information services provide assistance to users in
locating and using information resources.
8. To support information dissemination: Information services aim to disseminate
information to a wide audience through various media.
9. To provide knowledge management support: Information services support
organizations in managing and leveraging their knowledge and intellectual capital.
10.To advance the field of information science: Information services contribute to
the development of new technologies, theories, and practices in the field of
information science

Policies governing information services

1. Access policies: regulate who has access to information resources and how they
can be used.
2. Privacy policies: protect the privacy of users and their personal information.
3. Intellectual property policies: outline the rights and responsibilities of users and
information providers in relation to copyrighted material.
4. Collection development policies: guide the selection, acquisition, and use of
information resources.
5. Preservation policies: establish procedures for preserving information resources
over time.
6. Reference policies: outline the reference services offered by an information
service provider and the guidelines for providing those services.
7. Circulation policies: regulate the lending and borrowing of information resources.
8. User conduct policies: outline acceptable behavior and use of information
services.
9. Technology policies: set standards and guidelines for the use of technology in
information services.
10.Partnerships and collaborations policies: outline the principles and guidelines for
working with other organizations and institutions to provide information service
Types of information services
1. Library and information services
2. Bibliographic and reference services
3. Abstracting and indexing services
4. Online information services

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5. News and current events services
6. Database services
7. Digital library services
8. Geospatial information services
9. Multimedia services
10.Metadata management services
Facilities used in information services
1. Computers
2. Network infrastructure
3. Multimedia equipment
4. Scanning devices
5. Printing and photocopying machines
6. Storage and backup systems
7. Online databases and search engines
8. Electronic readers and e-book devices
9. Digital cameras
10.Audio-visual equipment
Methods of evaluating information services
1. User surveys
2. User satisfaction surveys
3. Usage statistics
4. Feedback from clients
5. Performance metrics
6. Quality assessment
7. Cost-benefit analysis
8. Impact assessments
9. Focus group discussions
10.User testing and usability studies.

TOPIC FIVE
INFORMATION PROFESSIONAL ASSOCIATION AND ORGANIZATIONS
Information Professional Associations and Organizations are groups of professionals in various
fields related to information management, including librarians, archivists, information scientists,
and information technology specialists. These associations and organizations are designed to
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provide a forum for members to network, share ideas, and advance their professional
development.

The main goal of these associations and organizations is to promote best practices and standards
in the field of information management, and to help their members stay current with emerging
trends and technologies. They do this through a range of activities, including conferences,
workshops, seminars, and webinars. In addition to providing professional development
opportunities, these associations and organizations often offer opportunities for members to get
involved in advocacy efforts and to share their expertise with the wider community.

Membership in these associations and organizations can be valuable for professionals in the field
of information management, as it provides access to a network of peers, as well as resources and
tools that can help with career advancement. Some of the benefits of membership may include
access to publications and research, career development resources, and opportunities for
leadership and service within the association.

Examples of information professional associations and organizations include the American

Library Association (ALA), the Association for Information Science and Technology (ASIS&T),
the Society of American Archivists (SAA), and the International Association of Computer
Science and Information Technology (IACSIT), among others.

In summary, information professional associations and organizations play a vital role in

advancing the field of information management and in supporting the professional development
of their members. They provide a range of resources and opportunities for members to engage
with their peers, stay current with emerging trends and technologies, and make a positive impact
on the field.

MEANING OF TERMS PROFESSIONAL ASSOCIATION AND ORGANIZATION

A professional association is a nonprofit organization made up of professionals in a particular
field or industry. Its main goal is to promote and advance the profession and the interests of its
members. Professional associations often offer professional development opportunities,
networking events, advocacy on behalf of the profession and its members, and other benefits
such as discounts on products and services.

An organization, on the other hand, is a structured group of people with a common goal or
purpose. This term can refer to a wide range of entities, from for-profit corporations to nonprofit
organizations to government agencies. Organizations can take many forms and can serve many
different purposes, but they all share the common characteristic of being made up of people who
work together to achieve a common goal.

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 FUNCTION OF INFORMATION PROFESSIONAL ASSOCIATION AND
ORGANIZATION
The function of information professional associations and organizations is to support and
advance the professional interests of their members who work in the field of information
management. Some specific functions of these associations and organizations include:

1. Professional Development: They provide access to professional development opportunities,

such as training, workshops, conferences, and continuing education programs, to help members
stay current with new trends and developments in the field.
2. Networking: They offer opportunities for members to connect with peers and industry leaders to
share information, best practices, and experiences, build professional relationships, and expand
their professional network.
3. Advocacy: They advocate for the interests of the profession and its practitioners at the local,
national, and international levels, working to improve the image and recognition of the
profession and to promote policies that support their work.
4. Research and Publications: They facilitate and support research and publishing of scholarly
work in the field of information management and provide access to research findings,
publications, and other resources.
5. Standards Development: They develop and promote industry standards and best practices in the
field of information management, to ensure that professional practice meets the highest ethical
and quality standards.
6. Professional Recognition: They provide recognition and support for outstanding achievements
in the field of information management, such as awards, scholarships, and grants.

Overall, information professional associations and organizations play a vital role in promoting
the growth, development, and recognition of the information management profession, as well as
supporting the professional needs and interests of its members.

TYPES OF INFORMATION PROFESSIONAL ASSOCIATION AND ORGANIZATION

There are many different types of information professional associations and organizations, each
with its own focus and area of specialization. Some of the main types of associations and
organizations in this field include:

1. Library Associations: These are professional associations for librarians and other information
professionals who work in libraries. Examples include the American Library Association, the
Canadian Library Association, and the Chartered Institute of Library and Information
Professionals.
2. Records Management Associations: These are professional associations for records managers
and other information professionals who work with records management. Examples include the

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 Association for Information and Image Management (AIIM) and the National Association of
Records Managers and Administrators (NARMA).
3. Information Technology Associations: These are professional associations for information
technology professionals who work in a variety of settings, including libraries, businesses, and
government agencies. Examples include the Association for Computing Machinery (ACM) and
the Institute of Electrical and Electronics Engineers (IEEE).
4. Archival Associations: These are professional associations for archivists and other information
professionals who work with archives and historical records. Examples include the Society of
American Archivists and the International Council on Archives.
5. Information Science Associations: These are professional associations for information
scientists and other professionals who study the nature, production, and use of information.
Examples include the Association for Information Science and Technology (ASIS&T) and the
International Society for Knowledge Organization.
6. Information Management Associations: These are professional associations for information
management professionals who work in a variety of settings, including businesses, government
agencies, and non-profit organizations. Examples include the Association for Information
Management Professionals (ARMA) and the Institute of Certified Records Managers (ICRM).

These are just a few examples of the many different types of information professional
associations and organizations that exist. Each association or organization is focused on different
aspects of the field and has its own set of objectives, benefits, and membership requirements.

CATEGORIES OF INFORMATION PROFESSIONAL ASSOCIATION AND

ORGANIZATION

Information professional associations and organizations can be broadly categorized

into several different types based on their focus, purpose, and membership. Some of
the main categories of information professional associations and organizations
include:

1. National or International Associations: These associations operate at a national or

international level and have members from multiple regions or countries. Examples

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 include the American Library Association, the International Association of
Information and Data Quality, and the Special Libraries Association.
2. Regional Associations: These associations operate at a regional level, typically
covering a specific geographical area or region. Examples include the Association of
Caribbean University, Research and Institutional Libraries, the Australian Library and
Information Association, and the Medical Library Association, Pacific Northwest
Chapter.
3. Industry-Specific Associations: These associations focus on a specific industry or
sector, such as healthcare, finance, or law. Examples include the Health Information
Management Systems Society, the International Association of Privacy Professionals,
and the Society of Corporate Compliance and Ethics.
4. Professional Societies: These associations are often organized around a specific
profession or field of study, such as information science, records management, or
information technology. Examples include the Association for Information Science
and Technology, the Association of Records Managers and Administrators, and the
Association for Computing Machinery.
5. Special Interest Groups: These associations are focused on specific topics or areas
of interest within the field of information management, such as digital preservation,
metadata, or information literacy. Examples include the Digital Preservation
Coalition, the Metadata and Digital Objects Section of the Society of American
Archivists, and the Information Literacy Section of the International Federation of
Library Associations and Institutions.
6. Accrediting and Certification Bodies: These organizations focus on setting
standards and providing accreditation and certification for individuals and programs in
the field of information management, such as the Council on Accreditation of the
American Library Association, and the Information Governance Certification and
Accreditation Board.

These categories are not mutually exclusive, and many associations and organizations
can fit into multiple categories depending on their focus and membership.
RULES AND REGULATIONS GUINDING INFORMATION PROFESSIONAL
ASSOCIATION AND ORGANIZATION

Rules and regulations guiding information professional associations and organizations can vary
depending on the specific association or organization, as well as the location and legal
requirements governing their operations. However, there are some common guidelines and
regulations that many information professional associations and organizations follow. These may
include:

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1. Membership requirements and qualifications: Associations and organizations typically have
specific requirements and qualifications for membership, such as a certain level of education,
professional experience, or certification.
2. Codes of ethics and professional conduct: Associations and organizations often have codes of
ethics or professional conduct that members are expected to adhere to, which set standards for
ethical behavior, confidentiality, and professional responsibilities.
3. Governance structure: Associations and organizations typically have a governance structure,
which may include a board of directors, officers, committees, and other organizational units
responsible for overseeing operations and decision-making.
4. Financial management: Associations and organizations must have sound financial management
practices, including transparent accounting and reporting, budgeting, and the appropriate use of
funds.
5. Events and activities: Associations and organizations may organize and host events, such as
conferences, workshops, and webinars, and provide educational and professional development
opportunities for members.
6. Publications and communications: Associations and organizations may produce newsletters,
journals, websites, and other communication channels to provide members with information
about industry news, events, and other resources.
7. Compliance with legal and regulatory requirements: Associations and organizations must
comply with legal and regulatory requirements, such as tax filings, reporting requirements, and
data protection regulations.

In addition to these guidelines, associations and organizations may have specific policies and
procedures governing their operations, including policies on diversity, equity, and inclusion,
anti-harassment and anti-discrimination, and conflict of interest. These guidelines and
regulations help ensure that associations and organizations operate in a transparent, ethical, and
professional manner, and provide value to their members and the wider community they serve.

TOPIC SIX

ICT IN MANAGEMENT OF INFORMATION SYSTEM AND SERVICES

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 ICT (Information and Communication Technology) plays a crucial role in the
management of information systems and services. It involves the use of various
technologies, tools, and techniques to create, process, store, and communicate
information in an organization. ICT provides a platform for managing, sharing, and
utilizing information resources effectively and efficiently.

The use of ICT in management of information system and services has brought
about several benefits, including:

1. Improved Communication: ICT provides a platform for communicating and

sharing information with others within and outside the organization. With the use
of email, instant messaging, video conferencing, and other communication tools,
information can be easily shared and accessed by employees, customers, and other
stakeholders.
2. Increased Efficiency: ICT tools such as databases, management information
systems, and document management systems have enabled the efficient processing
and management of information. They have reduced the time and effort required to
manage information, leading to increased productivity and better decision-making.
3. Enhanced Collaboration: ICT tools have facilitated collaboration between
individuals and teams in an organization. They have enabled the sharing of
documents and information, making it easier for team members to work together
on projects and assignments.
4. Improved Access to Information: ICT has made it easier to access and retrieve
information. With the use of search engines, intranets, and other information
retrieval tools, employees can easily find and access the information they need to
perform their job functions.
5. Better Customer Service: ICT has improved customer service by providing
customers with a platform to access information and services online. Customers
can access information about products and services, place orders, and track their
orders online.

In conclusion, the use of ICT in management of information system and services

has revolutionized the way organizations manage, store, and share information. It
has enabled businesses to become more efficient, productive, and competitive by
providing them with the tools they need to manage their information resources
effectively.
USED OF ICT IN MANAGEMENT OF INFORMATION SYSTEM AND SERVICES

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 information and Communication Technology (ICT) has become a crucial part of managing
information systems and services in businesses today. Here are some ways in which ICT is used
in the management of information systems and services:

1. Data collection and analysis: ICT tools are used to collect, store, and analyze large amounts of
data generated by business operations. This includes tools such as databases, data analytics
software, and machine learning algorithms that help businesses gain insights from their data.
2. Collaboration and communication: ICT tools such as email, instant messaging, video
conferencing, and project management software are used to facilitate communication and
collaboration between team members, even when they are working remotely.
3. Automation: ICT tools such as workflow automation, robotic process automation (RPA), and
artificial intelligence (AI) are used to automate routine tasks, freeing up employees to focus on
more complex and strategic work.
4. Cloud computing: ICT tools such as cloud computing services are used to store and access data
and software applications remotely over the internet. This allows businesses to access their
information systems and services from anywhere and at any time, as long as they have an
internet connection.
5. Customer relationship management: ICT tools such as customer relationship management
(CRM) software are used to manage interactions with customers, store customer data, and track
sales and marketing activities. This helps businesses improve customer satisfaction and retention .
6. Supply chain management: ICT tools such as enterprise resource planning (ERP) software are
used to manage the entire supply chain process, from procurement to production to delivery. This
helps businesses streamline their supply chain operations and improve efficiency.
7. Decision-making: ICT tools such as business intelligence (BI) and data visualization software
are used to help business leaders make informed decisions based on data insights. This includes
tools that provide real-time data updates, predictive analytics, and scenario planning.

In conclusion, the use of ICT in the management of information systems and services has
become essential in modern business operations. From data collection and analysis to automation
and decision-making, ICT tools provide businesses with the capability to manage their
information systems and services efficiently and effectively.

TOPIC SEVEN
EMERGING TRENDS AND ISSUES OF MANAGEMENT OF INFORMATION
SYSTEM AND SERVICES

The management of information systems and services is a rapidly evolving field

that is constantly being shaped by emerging technologies and changing business

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 needs. Here are some of the emerging trends and issues that are currently shaping
the management of information systems and services:

1. Cloud computing: Cloud computing is an increasingly popular way of delivering

computing services over the internet. Cloud computing allows businesses to access
IT resources on demand and pay for only what they use. This trend is transforming
the way companies manage their information systems and services, enabling them
to reduce costs, improve efficiency, and increase agility.
2. Big data analytics: The proliferation of data is presenting new opportunities and
challenges for businesses. The management of big data requires advanced analytics
tools and techniques, such as data mining, machine learning, and artificial
intelligence, to extract insights and value from the vast amounts of data generated
by today's digital systems.
3. Cybersecurity: With the rise of digital technologies, cybersecurity has become a
critical issue for businesses. Cyber threats such as data breaches, ransomware, and
other forms of cyber-attacks pose a significant risk to the confidentiality, integrity,
and availability of data and IT systems. Effective management of information
systems and services requires a strong cybersecurity strategy that includes
prevention, detection, response, and recovery.
4. Mobile computing: Mobile computing has become ubiquitous in today's business
environment. The proliferation of mobile devices such as smartphones and tablets
has enabled employees to work remotely and access critical business systems from
anywhere. However, this trend has also introduced new security risks and
challenges in managing information systems and services.
5. Artificial intelligence and machine learning: Artificial intelligence (AI) and
machine learning (ML) are increasingly being used to automate and streamline
business processes. This trend is enabling businesses to leverage large amounts of
data to gain insights, make predictions, and automate tasks that were once
performed by humans.
6. Internet of Things (IoT): The Internet of Things (IoT) is a rapidly evolving trend
that is transforming the way businesses manage their information systems and
services. IoT devices such as sensors, actuators, and other smart devices are
generating vast amounts of data that can be used to optimize business processes,
improve efficiency, and create new business models.
7. Agile and DevOps: Agile and DevOps are software development methodologies
that emphasize collaboration, flexibility, and rapid iteration. These methodologies
are becoming increasingly popular in the management of information systems and

30
services, as they enable businesses to quickly respond to changing business needs
and deliver high-quality software products and services.

In conclusion, the management of information systems and services is a rapidly

evolving field that is constantly being shaped by emerging technologies and
changing business needs. To stay competitive in today's digital economy,
businesses need to embrace these emerging trends and issues and adopt new
strategies and tools to effectively manage their information systems and services.

CHALLENGES POSED BY EMERGING TRENDS AND ISSUES OF MANAGEMENT

OF INFORMATION SYSTEM AND SERVICES

While emerging trends and issues in the management of information systems and
services bring opportunities for businesses, they also pose significant challenges. Here

31
 are some of the challenges that businesses may face when managing their information
systems and services in the face of emerging trends:

1. Security risks: As businesses adopt emerging technologies such as cloud computing,

IoT, and mobile computing, they also face new and evolving security risks. These
risks can include data breaches, cyber-attacks, and other forms of cybercrime.
Businesses must implement robust security measures to protect their data and IT
systems from these threats.
2. Complexity: Emerging technologies can introduce new levels of complexity to
information systems and services, particularly when it comes to managing and
integrating different systems and platforms. Businesses may need to invest in
specialized skills and tools to effectively manage and maintain these complex
systems.
3. Scalability: As businesses grow and expand, their information systems and services
must be able to scale to meet growing demands. However, emerging technologies
such as cloud computing and IoT can introduce new challenges in terms of scalability.
Businesses must design their systems to be able to handle growing workloads and
scale seamlessly.
4. Data management: The proliferation of data from emerging technologies such as big
data analytics, AI, and machine learning can create challenges for businesses in terms
of data management. Businesses must be able to store, manage, and analyze large
volumes of data in a way that is secure, efficient, and cost-effective.
5. Talent acquisition: As emerging technologies become more prevalent in the
management of information systems and services, businesses may struggle to find and
hire skilled professionals with the expertise needed to manage these complex systems.
This can create challenges in terms of talent acquisition and retention.
6. Regulatory compliance: As businesses collect and manage more data from emerging
technologies, they may face new and evolving regulatory requirements. Businesses
must stay up-to-date with these requirements and ensure that they are compliant with
relevant laws and regulations.

In conclusion, while emerging trends and issues in the management of information

systems and services bring opportunities, they also pose significant challenges. To
effectively manage their information systems and services in the face of these
challenges, businesses must invest in specialized skills and tools, implement robust
security measures, design their systems to scale seamlessly, and ensure regulatory
compliance.
WAYS OF COPING WITH CHALLENGES POSED BY EMERGING TRENDS AND
ISSUES OF MANAGEMENT OF INFORMATION SYSTEM AND SERVICES

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 Coping with the challenges posed by emerging trends and issues in the management
of information systems and services requires a proactive and strategic approach. Here
are some ways that businesses can cope with these challenges:

1. Invest in cybersecurity: To protect against security risks, businesses should invest in

robust cybersecurity measures. This can include implementing security protocols and
software, conducting regular vulnerability assessments, and training employees on
safe cybersecurity practices.
2. Embrace automation: Automation can help businesses cope with the complexity and
scalability challenges of emerging technologies. By automating routine tasks and
processes, businesses can free up their employees to focus on more complex and
strategic tasks.
3. Build a strong data management strategy: To cope with the data management
challenges posed by emerging technologies, businesses should build a strong data
management strategy. This can include establishing data governance policies,
investing in data management software, and ensuring that data is stored securely and
efficiently.
4. Invest in talent development: To cope with the talent acquisition challenges of
emerging technologies, businesses should invest in talent development programs to
upskill and retain their current employees. This can include offering training and
development opportunities and creating a culture of continuous learning.
5. Partner with experts: To cope with the complexity and scalability challenges of
emerging technologies, businesses can partner with experts in the field. This can
include working with IT service providers or consultants who have specialized
expertise in managing complex IT systems.
6. Stay up-to-date with regulatory requirements: To cope with the regulatory
compliance challenges of emerging technologies, businesses should stay up-to-date
with relevant laws and regulations. This can include monitoring changes in
regulations and implementing policies and procedures to ensure compliance.

In conclusion, coping with the challenges posed by emerging trends and issues in the
management of information systems and services requires a strategic and proactive
approach. By investing in cybersecurity, automation, talent development, data
management, and partnerships with experts, businesses can effectively manage these
challenges and take advantage of the opportunities presented by emerging
technologies.

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