Chapter 4: Information Management

What We’ll Cover >>>

• Information Management
• Types of Information Systems
• OS file Management
• Email Management
• Backups
• Cloud Storage Management

Information Management

Information includes both electronic and physical material. Computing allows for the storage of data and the security measures that help protect archived information of stakeholders like corporate and government clients. Information systems are associated with how technology is used to manage the needs of individuals, groups and organizations in a systematized way.

An organization’s (like a community college system) structure needs to manage information like the enrollment and payroll databases, financial aid data, faculty learning management system content and backups, IT department resources, and more. The information lifecycle – data, paper files, electronic documents, audio and video, computing resources – consists of a series of systems that need accounting and security, etc.

According to Wikipedia, 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. It is not enough to create work product (a history term paper, a roster of students). The term paper has layers of research data, references, and supporting examples; a roster of students is associated with addresses, transcripts, and program degree outcomes. How this is managed – so that the community college system can serve students, support advisors and faculty, manage tuition and state government funding, expand and contract courseloads, and report data for accreditation standards – is an example of information management.

Types of Information Systems

Components of information systems

• Control: The filtering, sorting, and clear organization of the stored information.
• Feedback: The storage and updating of information for output and future use.
• Input: Information resources needed to plug into an organization’s plan of action – data, tools, info about supplies and costs, customer needs, etc.
• Output: An information product resulting from the processing of the information resources – a report, database, analysis result, etc.
• Processing: The organization and management of the resources in a useful way with the intent to produce a result beneficial to the organization – plan for a product or service, research results, etc.

Information in the workplace includes much more than just documents and computing files. It represents entire systems of workload and content from the beginning of a work cycle until the final distribution, and then the follow-up assessment and process of review, improvement, and expansion of the next phases of the work cycle. Systems can include:

• Decision support structures
• Financial transactions processing
• Healthcare records
• Office automation
• Organization technology
• Work product research and development

For the general user (student, employee, home owner), the personal information system is much smaller but equally important: personal finances, music and movie collections, car and health insurance, home rental or ownership accounts, work history and references, Internet searches, and so on. Dealing with your lifetime of information – especially related to your computer and devices – is also part of information management.

Let’s cover aspects of personal information management related to one’s digital life.

OS File Management

People put aspects of their entire life on their computing devices at home and in the workplace. From music playlists to travel planning for a vacation, one’s computer is full of documents, images, browser saved data, financial records, system settings, directories of assignments and work files, etc. That computer might be the smartphone, the laptop, the desktop, a tablet, etc.

The computer operating system (OS) usually provides a utility for file management; in Windows it is called the File Explorer, and acts as a web-interface program that shows computer directories, files, and shortcut links. Mastering this one tool for organizing information on the computer can make your digital life a lot easier.

File: A storage unit on a computer that stores information, data, etc. (such as a document, an image, etc.).

File directories: A directory is a virtual hierarchical system that allows organizing data on different levels, and usually shows contains all information about the attributes of referenced files. Is not exactly the same as a file folder, but the terms directory and folder tend to be interchangeable in general reference.

File extensions: The extension of a file reveals and aligns with the format of a file’s contents and program used to create/modify the content. For instance, word processing files may use a .docx (document) or .txt (text) extension, while a spreadsheet file may use.xlsx. Some common extensions (not an exhaustive list):

• Database-oriented: .db, .accdb, .sql,
• Executable/program launch-oriented: .exe, .apk, .bin, .msi
• Graphics-oriented: .jpg, .ai, .gif, .png, .esd,
• Link-oriented: .lnk, -Shortcut,
• Media-oriented: .mp3, .mp4, .wpl, .wav, .avi, .mov
• Numeric-oriented: .xls, .xlsx
• Packaged/compressed: .zip, .rar, .pdf, .iso,
• System files: .dll, .bak, .dmp, .ico, .sys
• Text-related: .doc, .docx, .rtf, .txt, .odt, pptx, ppsx
• Web and programming-oriented: .html, .css, .oft, .msg, .vb

File folders: A virtual storage space used to store and organize computer files. A folder can also contain additional folders (known as subfolders). The folders usually contain files (documents, images, media like music, databases, setting files, and more). A folder has a name and is visually represented by an icon.

File manager: a utility that organizes, indexes, and allows for the opening, renaming, moving, copying/pasting, and deletion of files of data.

Filename: a unique name given to a file to identify it; can contain letters, symbols, numbers, spaces, etc.

File naming protocol: A practice designed (in the workplace, by users, etc.) for naming files so they can be easily recognized and found. For instance:

• A computer course file: chapterlastnamedate.docx (example Ch1bothell033123.docx).
• A personal spreadsheet: billsyear.xlsx (example bills2023.xlsx).

Shortcuts: A file is located in a specific location, while a shortcut (alias on a Mac) to the file can be stored elsewhere on a computer (like the desktop) and can be used to open the file without searching for the file’s physical location on the computer.

Basic File Management Skills

Basic file management refers to a way to name, save, backup, organize files/folders, and keep track of files on a computer. Personal file management tips:

• Create routinely named folders/subfolders to organize your files.
• Save your work frequently into folders/subfolders (organize by category), not in the default computer documents folder.
• Save your personal data files and directories on a backup disk regularly (back up your files).
• Give files and folders short, but meaningful names that have consistent purposes.
• When creating or opening a file you plan to modify, save it immediately for the first time to an organized location where you can easily find it again.
• Create a specific location directory on your computer (e.g., USB drive or hard disk drive) to save your files.

TRY ME Activity

In this activity, we will use MS Windows (Windows 11/10/9, and Macs/Linux systems) work pretty much the same) to create a folder structure to store your files for class. It is important to keep your files organized so that you can find them when you need them. Saving, accessing, and uploading files is critical to your success in this course. This assignment will assist you in keeping your files organized throughout this course. It was also referenced in the Introduction in preparing for this course.

Using Windows, create the file structure on one of the following: One Drive, computer, or laptop. Your top folder should be BUSTECH105.

There are a few different ways to create a new folder in Windows.

• In File Explorer, click the new folder icon in the upper left hand corner.
• Use the shortcut key CTRL+Shift+N
• Right click the white area of the File Explorer Window, and select New, Folder.

TIP: File Explorer/Manager actions

• After you type the name of the folder, press enter.
• Use the Windows File Explorer Navigation Pane to expand each file folder (the Mac and Linux system should have a similar capability). If the arrow, or carrot is pointing down, the file is expanded. This will allow you to access the folder contents.
• To rename a folder, right click on the folder. In the shortcut menu, choose Rename. Start typing the new name, and then hit Enter on your keyboard.
• To delete a folder, right click on the folder. In the shortcut menu, choose Delete.

Email Management

Email is an important area of personal and professional records that one needs to keep organized, clean, and easily searchable. How often do you need to refer to an important message with instructions, or find an email with meeting contact and location information? We will cover email management in the Email Management chapter, but here are a few quick tips:

• Create secondary email address for ‘disposable’ and marketing-related emails so they don’t get in the way of your main email account’s email priorities.
• Create several email sorting folders/labels for handling priorities, like Hot, Reference, ReadMe, Meetings, Pending, etc. Email folders/labels can also have sublabels, like Products > Orders, Books, Computer
• Create/use a main email account for only important business like your bills and personal job-related emails.
• Handle incoming emails a couple of times a day and act on them / get them out of your inbox so you know what is new and needs a response.
• Once a quarter, clean folders to get rid of or archive past-current emails. Get emails out of your face.

Backups

File backups have been covered more in Chapter 3, yet it is useful to add a reminder or two here. Personal files on your home computer, and important files on your work devices, have a lot to do with how you live day-to-day and access the information / reference content you need to function digitally. As a result, make and follow a regular file/data backup plan so that you never lose important things like music and playlists, financial records, images and memories, etc. You can:

• Consider using a Cloud backup service for full-computer backups that are maintained continuously, daily, and/or as you schedule them.
• Keep a secondary, external hard drive to back up full personal directories and important computer settings.
• Make a copy of your files onto an external drive like a USB flash drive.
• The computer OS will have a built-in system back-up and restore option that you can use monthly or quarterly, and when you plan to make significant changes on your computer like adding a new GPU-leavy game or computing program.

Cloud Storage Management

Information management and storage can and should use multiple layers of action so that one’s data is backed up in more than one way. One common way has become Cloud storage.

The “Cloud” is a reference to the Internet and Web – the system of interconnected computers between organizations, people, and places. It is called the cloud in part because data is available “out there” in the Internet through files and websites, rather than stored on a single machine or in a specific office environment for use only in that office by specific employees.

MedAttrib: learntek.org public domain. Cloud computing concept.

Cloud Computing refers to using the Internet for something other just browsing and finding information and resources. It also means using the Internet, or “cloud,” for doing work like filling out online job applications, submitting assignments into a course’s learning management application, downloading article PDFs and reference manager information while working on a term paper, paying bills, enrolling in classes, participating in online meetings, making and distributing videos or livestreams, and so on.

The author recalls the ancient days of the Paleolithic age when the concept of the “cloud” seemed improbable and kind of scary. How could one actually do real work in it? How could data be safe? How long would it take for enough people to discover and use it? What is it disappeared in a big stormy puff?

Cloud computing is not only a reality, but also the norm for work and personal computing needs. There is a whole section of this textbook dedicated to Internet Fundamentals. Much more of our computing/digital life is in the ‘cloud’ than on our own computers, in terms of the apps we use, where we store data, how we find and use information, and where we connect with our finances, health, and communication needs. When you are using the cloud, it’s likely that both data and useful applications reside in the cloud environment (like Google Docs, Microsoft 365).

Advantages of working / storing in the cloud

• Automatic backup. Cloud storage provides use AI and processes to automate their own backups. If their own hardware fails, they can recover and restore your data automatically.
• Efficiency: Using cloud resources generally speeds organizational and personal productivity since computer applications and/or data are always easily accessible regardless of the physical machine in use.
• Externally managed: Cloud services are usually handled by organizations with expertise in computing, which employ servers to accommodate operations and storage. They handle their own backups, data restoration, data organization, and finances.
• Fast Recovery: When a computer is lost or compromised, data and applications in the cloud allow fast recovery of work information, files, and processes. This is a primary reason while multiple avenues of backing up your work is important.
• Minimal computer setup: When data and applications are entirely cloud-based, any computer can do the work with access to a browser. Also, computer and cloud data can be synchronized.
• Multiple Device Access. When files are stored in a central location, they can be accessed by many different types of devices and synchronized so versioning is the same across the devices, like the personal computer and smartphone.
• Software recency: Cloud-based applications are often Software as a Service (SaaS) that means one uses the latest version of the application when it is downloaded from or updated by application provider (Microsoft, Apple, Steam, etc. Many people use a mix; a downloaded full version of software on a local computer, augmented by current updates, patches, and drivers to keep the software current, and a light and/or synchronized version in the Cloud.
• Theft protection. Cloud storage providers may offer ways to remotely wipe data off any lost device.

Challenges of working / storing in the cloud

• Internet Connection. Most cloud services typically require a stable and continuous Internet connection. Many regions around the world, and in the United States, have limits in broadband and Wi-Fi due to service costs, old or missing internet infrastructure, and lack of community resources like close-by libraries / community centers / school-related computing labs. Internet connection access and slow speeds affects the efficiency and reliability of work.
• Privacy: When data is available anywhere other than inside a closed system (un-networked home or work computer), it can be accessed by others who are not supposed to be part of the personal life or work system. Data on a system other than your own can be hacked, corrupted, stolen, and misused. Laws in other countries where servers in the cloud exist and operate may not protect you. If an Internet server provider goes out of business and/or changes policies, pricing, and access, you can be limited in accessing your own data.
• Generative AI: Depending on how you store information, it could be accessible to AI survey in which generative AI tools access information as it aggregates everything it can access on the Internet from online repositories, public datasets, web scraping, APIs, surveys, ‘publicly’ accessible info from social media accounts, etc. Security products like Carbonite should be safe, but the power and legality of AI search and aggregation of all info it can locate is evolving.

Cloud-based Storage

There are many companies that offer cloud-based storage under different conditions. Some may be free, others very low in cost, and others as part of a package of services.

• Backup: Internet/Cloud backup is offered my companies that specialize in having many massive servers full of storage space. Usually requires a subscription or annual payment. Think Carbonite or other backup specialists.
• Free: Various email and personal web server space providers piggyback free storage space onto their services. Think Google, Amazon Web Services.
• Limited: Providers may offer a limited amount of free space, sometimes for a limited time period.
• Sample: Providers may specialize in server use, services, and storage, and offer a free version as a sample to induce customers to upgrade to a paying plan.
• Subscription: Providers may offer only a subscription / pay-as-you-use solution, for a monthly or per space amount fee. Think Dropbox.
• Workplace: Organization workplaces usually have a lot of storage and work processing space for employees and related stakeholders in the workflow. This is not for personal use, but is a viable resource for work-related files and data.

Backup Best Practice

Consider options to ensure good backup and restore procedures:

• Label backups clearly. Label backup external drives and backup memory sticks and store where they can be easily found. Include the date the backup was made, and which computing device it is for (if you have more than one device). Use this same policy for digital backups, like in DropBox, Google, and when using a provider for full-service backups.
• Schedule computer backups. Schedule a regular backup process, such as weekly or monthly and when making a significant change to a computer’s applications or installations.
• Use multiple methods. Data backup redundancy is a good thing, since two or more backups can keep data from being forever lost.