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BSIM0003 Information Policy. Enterprise information policy. Seminars 4-5. Content. The rationale for enterprise information policy Major uses of information in organisations Enterprise information policy Why does an organisation need an information policy?

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content
Content
  • The rationale for enterprise information policy
  • Major uses of information in organisations
  • Enterprise information policy
    • Why does an organisation need an information policy?
    • What information policies does it need?
  • Enterprise information strategy
  • Organisational health check

HKU Faculty of Education

rationale for enterprise information policies
Rationale for enterprise information policies

Information has become the most important factor of production & wealth creation in the information society. The ability of individuals & organisations to effectively use information will ultimately decide their ability to generate economic growth & enhance quality of life for all

In the private sector, information will be the basis of competitive advantage

HKU Faculty of Education

uses of information ict in organisations
Uses of information & ICT in organisations
  • Planning
  • Decision making
  • Changing internal communication patterns
  • New product development
  • Cost reduction
  • Changing client relationships
  • Changing distribution channels
  • Improving marketing
  • etc

Middleton, 2002

HKU Faculty of Education

enterprise information policy1
Enterprise information policy

‘An enterprises information policy should be the primary vehicle for planning the utilisation & development of information & knowledge. It has to framed within the context of the institution’s overall mission & objectives’ Middleton, 2002

HKU Faculty of Education

enterprise information policy contextual factors
Enterprise information policy : Contextual factors
  • Organisational culture & management milieu
  • Potential for ICT to support knowledge sharing & information distribution
  • External factors relating to competitors & customers
  • Political & legal requirements & influences
  • Potential opportunities requiring information support

HKU Faculty of Education

enterprise information policy2
Enterprise information policy

An enterprise information policy defines :

  • Objectives of information use in the enterprise
  • Priorities among them
  • Technology for information management
  • Systems for information management; who manages them & their responsibilities

HKU Faculty of Education

enterprise information policy3
Enterprise information policy
  • Enterprise’s sources of information & its resources for managing them
  • Criteria for monitoring information activities

Orna, 1999

HKU Faculty of Education

enterprise information policy4
Enterprise information policy

An information policy is a dynamic tool which can be used to :

  • Relate everything that is done with information to the enterprise’s overall objectives
  • Enable effective decisions on resource allocation

HKU Faculty of Education

enterprise information policy5
Enterprise information policy
  • Promote interaction, communication & mutual support between all parts of the enterprise & between the enterprise & its ‘customers’ or ‘public’
  • Provide objective criteria for assessing the results of information-based activities

HKU Faculty of Education

enterprise information policy6
Enterprise information policy
  • Measure the performance of information & knowledge use & assess their cost-effectiveness
  • Give feedback to the process of developing the corporate policies of the enterprise

HKU Faculty of Education

information policy strategy
The detailed expression of information policy in terms of objectives, targets, & actions to achieve them, for a defined future period

Information strategy provides the framework for the management of information

Information policy strategy

HKU Faculty of Education

information policy im
Information policy & IM

Information management is the application of an information policy to meet information objectives within the overall constraints of available resources. It is concerned with how:

  • Information is acquired, recorded & stored
  • Information flows through the enterprise

HKU Faculty of Education

information policy im1
Information policy & IM
  • Information is used by the enterprise
  • People who handle information apply their skills & co-operate with one another
  • Information technology is used
  • The budget is spent

HKU Faculty of Education

enterprise information policy responsibility
Information professionals have the deepest & broadest information expertise. They should be involved at all levels of information policy creationEnterprise information policy responsibility

HKU Faculty of Education

no or poor information policy
No or poor information policy

HKU Faculty of Education

no or poor information policy1
No or poor information policy

HKU Faculty of Education

information policy
Information policy…..

HKU Faculty of Education

information policy1
Information policy…..

HKU Faculty of Education

poor organisational health
Poor organisational health

Low confidence in others

Low information

flow

Lack of trust

Little interaction among groups

HKU Faculty of Education

good organisational health

Confidence in others

Information

flow encouraged

Risk

taking

Feed- back

Interaction among groups

Problem solving

Good organisational health

HKU Faculty of Education

organisational health check
Organisational health check
  • What are the main corporate objectives of your organization? Some organizations publicize a corporate mission statement which outline them. Do you know what they are?
  • List the main types of information that your organization must collect in order to meet its objectives & carry out its functions

HKU Faculty of Education

organisational health check1
Organisational health check
  • Are there any types of information that your organization should be collecting but is not?

List 3 types of information that your organization could collect which may allow it to become more responsive to its ‘customers’

HKU Faculty of Education

organisational health check2
Organisational health check
  • Do you suffer from information overload? - or shortage of information?

If so, briefly describe in general terms without reference to technology, the nature of your problem – ie what does it mean you can’t do effectively?

HKU Faculty of Education

organisational health check3
Organisational health check
  • Write five lines under each of the following headings to describe how your problems in Q.4 could be overcome
    • The organization
    • Information systems
    • Other considerations

HKU Faculty of Education

organisational health check4
Organisational health check
  • Write down the main changes that have taken place over the last 5 years to services &/or products supplied by your organization

What trends do they indicate & where could these trends lead to in another 5 years?

HKU Faculty of Education

organisational health check5
Organisational health check
  • Write down 3 initiatives you should personally take to prepare yourself for the changes you think likely to occur in the next 5 years
  • Write down 3 initiatives you think your organization should take to prepare itself for the changes you think likely to occur in the next 5 years.

HKU Faculty of Education

organisational health check6
Organisational health check
  • Write 5 lines under each of the following headings to describe how each could benefit through better information management:
    • Teamwork
    • Efficiency
    • Effectiveness

HKU Faculty of Education

organisational health check7
Organisational health check
  • The total system for collecting & distributing information throughout your organization may or may not make use of computers & digital information. Suggest 1 local improvement, not necessarily involving computers, which you can cost-justify

Wilson, 1993

HKU Faculty of Education

references
References

Middleton, M. 2002. Information management: A consolidation of operations, analysis and strategy. Centre for Information Studies, Charles Sturt University, Wagga Wagga

Orna, E. 1999, Practical information policies. Gower, Aldershot.

Tiwana, A. 2000. The knowledge management toolkit: Practical techniques for building a knowledge management system. Prentice Hall, Upper Saddle River.

Wilson, D. 1993. Managing information: For continual improvement. Butterworth-Heinemann, Oxford.

HKU Faculty of Education