FACULTY OF INFORMATION MANAGEMENT

TOPIC: FIVE PHASES OF INFORMATION LIFECYCLE

By: Muhammad Nur Zaki Bin Saini
Matrix No: 2015885524
Class Group: JIM110A
Submitted For: Madam Azura binti Abdul Jamil @ Kamarudzzaman
Submission Date: 29 July 2015

CONTENT NO | TOPIC | PAGE | 1 | Acknowledgment | 1 | 2 | Introduction | 2-3 | 3 | Five Phases Of Information Management 1) Creation 2) Distributions 3) Use 4) Maintenance 5) Disposition | 4-5 | 4 | Conclusion | 6 | 5 | References | 7 |

ACKNOWLEDGEMENT Alhamdulillah, thanks to Allah. With his blessed, i can complete this task at the right time. I also wants to thank to my IMD112 lecturer, Madam Azura binti Abdul Jamil @ Kamarudzzaman, that has help me complete my assignment. She has taught me a with patience and highly spirit as a teacher. Next, i want to thank my family especially my brother, Muhammad Nur Arif Bin Saini who has give me guide and tips in completing this assignment. He has support my back and becoming my backbone whenever i lost my hope and spirit i continuing this assignment. Lastly, i want to thank to my entire classmate who has also give me support from back. With their encouragement and help, I’m able to complete my assignment smoothly.

1

INFORMATION LIFECYCLE Introduction Information is data that has been processed in such a way that it can increase the knowledge of the person who receives it. Information is the output, or finished goods, of information systems. Information is also what individuals start with before it is fed into a data capture transaction processing system. Therefore, information published is rapidly increasing every second. Information lifecycle identifies the value of information at each stage in the lifecycle and develops actions to protect and manage information depending on its value (Tallon & Scandell, 2007). Life cycle management is base on the principle that, over time, the value of information and the frequency with which the information is accessed are reduced. For example, three days after the information is created or obtain or captured, the probability that the information will be used falls by 50 percent (Moore, 2004). Information lifecycle has five phases which is creation, distribution, use, maintenance, and disposition. 2

3

Five Phases Of Information Lifecycle 1) Creation Information created by one or more individuals in an organization. The example of creating information is making a budget for organization. The information also can be obtained or receive from various source, internal and external and also from varying level such as letter, faxes, emails, reports, forms and even drawing such as blueprint. Bryson (2011) suggests that information can be obtained from an external source by demand, through unsolicited correspondence, by employing a person who has the information or through activities to collect and collate information. 2) Distribution Once the information is created, the next phase is the process of managing the information created or obtained. Information distributions are the process by which the organization disseminates and shares information from difference sources. Allen (1977), after more than a decade of research on communications flow in science and engineering organizations, shows that information from outside world (external information) does not move directly into the organization. Instead, the information passes through technological gatekeeper (a person usually consulted by his colleagues for technical advice or information) who read more, including research-oriented journals, and who have broad range of personal contacts both inside and outside the organization. The point of distributions is information sharing, and the objective of sharing is to enable information from multiple sources and processed by multiple users to be synthesized to generate deeper insight. 3) Use In organizational learning, individuals use information to create knowledge, not just in the sense of data and facts but in the form of representations that provide meaning and context for purposive action. 4
The information of the organization also used to generate business decisions, document further actions, or serve other purposes such as when an accountant creating a budgets for the organization or company, he needs to use the information about the previous organization purchase from previous reports or other documents. Most managerial work is action oriented. When managers make a decision, they are actually making a commitment to action. When managers make sense of a situation, they are actually interpreting a context for negotiating the possibilities for action. The handling of disturbance, breakdowns, or conflicts all involve the taking action that allow the work in an organization to continue to move along. The need to act prevails even when the information available is known to be incomplete or ambiguous. 4) Maintenance To ensure the information created or obtained is kept up to date, it needs maintenance. Changes within the organization may require additional information to be created or obtained. As organization, the requirements for information in the organization change. This may means that additional entities are identified about which information needs to be create or obtain and stored, or additional attributes may be identified that need to be captured or created for existing entities. The example of information changing is, the price that has been set by the seller may be changes or even the address of costumer that has move to a new place, they need to update their information in other to buy or sell something. The volume of information an organization creates, obtains, and stores grows at an alarming rate (worrying). Although computer-based systems enable vast volumes of information to be stored and retrieved relatively easily, storage of information bear cost. As the volume of information stored increase, the time taken to retrieve the information also increase. Information systems should only contain the information needed for day-to-day business to minimize the time taken to retrieve information. Information should be regularly reviewed to determine whether the information is needed on a regular basis (routine information), or whether the information is still needed at all. This means reviewing the currency of information and deciding what information is no longer required. After the information archived or stored, it needs to accessible when needed. This is particularly important when archived information is stored at different locations. 5) Disposition Information must have a defined retention period(how long information needs to be stored before the information can be destroyed) other-wise information is kept forever, incurring unnecessary storage costs, hindering access to other information, and contributing to information overload. When information is no longer needed and legislation permits, information can be purged or dispose or destroy. Care is needed to ensure that confidential information is destroyed in an appropriate manner. This typically involves shredding documents that contain confidential information. A record of information destroyed should also be maintained to avoid searching for information that is no longer available. Organization needs a clear procedures relating to what information can be purged, when, how, and by whom. The destruction of information is the final stage in the information lifecycle. 5

Conclusion Information lifecycle is not just a lifecycle, it is also a step for the organization to follow from creating information until the disposal. Thus, every human being must learn about this information lifecycle to ensure the ongoing information is well organized. There are many bad effects to the organization if information is not organized such as, a company or organization future budgets can’t be done. As we know, a company budget is use for drafting the outcomes of an organization. Thus, without information, we can’t figure what will happen to an organization in the future. Another example are, without information, an organization also can’t picture the shape of the organization such as the organization chart. Without organization chart, the organization employee doesn’t know who their CEO, manager supervisor and many other positions in the organization. Next, company business transactions can’t be done due to the unorganized information such as product price that not yet updated. Thus, costumer can’t buy the product because of the price not updated. Company also can sell product if the product price not up to date. From what i have stated above, it is clear that information lifecycle is important to an organization. It is important for someone or individuals to learn about information lifecycle.

6

References 1) A. Cox, S. (n.d.). Managing Information in Organizations. Retrieved July 28, 2015.

2) ARORA, R. (n.d.). TECHNOLOGICAL GATEKEEPERS. Retrieved July 28, 2015, 3) Wei Choo, C. (n.d.). Information Management for the Intelligent Organization. Retrieved July 28, 2015. 4) RILEY, J. (2012, September 23). ICT - Data and Information. Retrieved July 28, 2015. 5) Information Lifecycle Management. (n.d.). Retrieved July 28, 2015. 6) AZURA ABD. JAMIL@KAMARUDZZAMAN, & NURHIDAYAH HASHIM. (2014).introduction to information management.

7