INFORMATION ORGANISATION AS A SYSTEM

Presented by:

Anupama SainiM-03

MLISc

Department of Library and Information Science

University of Delhi

CONTENTS

Sr. Title Slide No.

1 What is Information? 4

2 Role of Information 5

3 What is a System? 6

4 Information System 7

5 Objectives of Information System 8

6 Model of Comprehensive Information Delivery System 9

7 Characteristics of Information System 10

8 Various Categories of Information Systems 11-12

9 Normative Principles of Information Systems 13

10 Components of Information Systems 14-15

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CONTENTSSr. Title Slide No.

11 Types of Information Systems 16

12 Channels for Dissemination of Information 17

13 Evolution of Information system 18

14 Example of organisational Links for a National Information System 19

15 Network System and Information Network 20

16 Suggested Responsibilities in Information Systems and Networks 21

17 User View of Information System 22

18 References 23

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WHAT IS INFORMATION?

In the simplest form, processed data is called

information.

Information is a product of human mind in action. It

may be abstract or concrete.

It may be a message, signal or stimulus.

It is meant for communication and is capable ofbringing a change in the recipient.

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ROLE OF INFORMATION

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WHAT IS A SYSTEM?

A system is an arrangement of parts/elements

working together to perform a set ofoperations in the accomplishment of the

purpose as a whole.

Properties of a ‘System’ :-

i. The properties and behaviour of a system areaffected by those of its components.

ii. Each component has an impact on its systembut none can have an independent effect.

iii. Every possible sub-group of components hasthese two essential properties of its system.

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INFORMATION SYSTEM

Acc. to ALA Glossary, an information system is “a complete system designed for the generation,organisation, storage, retrieval, and dissemination of information within an institution, organisation, orother defined area of society.”

Information system refers to the methods, media, producers, and recipients involved in an organisedway to effect information transfer within a specific field, activity or organisation.

An information system consists of a complex collection ofi. information messages,

ii. persons who produce and use them,

iii. institutions which process them, and

iv. a set of behaviour patterns, customs, and traditions by which these persons and institutions interrelate.

An information system or information grid is a network of information centre at different levelsworking in perfect harmony and close co-operation with each other with the objectives of storing anddissemination of information usually of a specific type or a specific community.

An information system is a method or a combination of methods for acquiring, classifying, recordingand disseminating

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OBJECTIVES OF INFORMATION SYSTEM

1. To acquire the resources, equipment, andinformation,

2. To record and store information,

3. Generation of primary information,

4. Process and retrieve information,

5. Communication of primary information,

6. Dissemination of information in an organisedmanner, and

7. Promotion of the use of primary informationthrough secondary and associated informationservices.

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MODEL OF A COMPREHENSIVE INFORMATION DELIVERY SYSTEM

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CHARACTERISTICS OF INFORMATION SYSTEM1. Capacity – Capacity involves the relationship between the size of the system and the user demands on it.

The system needs to be able to collect, store, and process all of the data necessary to develop theinformation required by its users, as well as have the capability to meet expansion requirements in theamount of the data base, in the information product, and in the number of users.

2. Quality – Quality has several dimensions. It is related to each of the properties as well as to the subsystemsas a whole. The accuracy and validity of each has a bearing on the utility of the system for the user.

3. Compatibility – Compatibility is related to the appropriateness of the data and information of the systemfor its users.

4. Timeliness – Timeliness is the temporal relationship between user needs and the system’s response time.Another critical factor relates to the time for which the information is valid.

5. Coherence – Coherence is a property related to efficiency. Te organisation of the information system shouldbe consistent and logical; the subsystems should be well-integrated to serve the user requirements.

6. Flexibility – Flexibility permits coherent adjustments as user needs or other aspects of the various subsystemschange. Inherent in this property is the capacity to anticipate change.

7. Dependability – It allows the information system to perform at given levels of accuracy and within giventime constraints.

8. Economy – It refers to the cost effectiveness property of an information system and is the most difficultproperty to measure.

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VARIOUS CATEGORIES OF INFORMATION SYSTEMSThe objectives mentioned earlier lead to the categorisation of information systems in

the following manner :-

Generation of primary information

Communication of primary

information

Promotion of the use of primary

information through secondary and

associated information services

Secondary Information

Service System

Primary Information

Communication System

Primary Information

Generation System

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VARIOUS CATEGORIES OF INFORMATION SYSTEMS

To promote the generation of

new information in

anticipation of its use

Primary Information

Generation System

Primary Information

Communication System

Secondary Information

Service System

To promote use of primary

information through effective

communication to its prospective

users

To promote use of information

through secondary info. Services

and provision of access to

information

Research

Literary Activities

Artistic Activities

Publications

Verbal/ Non-Verbal

Communication

Formal and Informal Education

Library Services, Indexing

Services, Abstracting Services,

Translation Services,

Reprographic Services, etc.

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NORMATIVE PRINCIPLES OF INFORMATION SYSTEM

The normative principles of library services were formulated by Dr. S.R. Ranganathan in 1928and published in 1931 a ‘Five laws of Library Science’.

Later on, they were found to be equally applicable in the context of documentation servicesand documentation sciences. So, Ranganathan himself changed the term ‘book’ into ‘document’.

Similarly, these principles were found to be readily amenable to transformation in terms ofinformation and hence, the interpretative basis version of Ranganathan’s Five Laws of LibraryScience resulted in the following normative principles of information system:

i. Information for use.

ii. Every information-user, his/her information.

iii. Every piece of information, its user.

iv. Spare the time of the information-user.

v. The universe of information is ever-growing in many dimensions.

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COMPONENTS OF INFORMATION SYSTEM

INFORMATION TECHNOLOGY

• Computers, internet and related equipment

• Processing, storage and retrieval of information

INFORMATION ORGANISATIONS

• Libraries, Documentation Centres, Information Centres, Data Centres,

Info. Analysis Centres, referral Centres, Clearing Houses, Archives,

Translation Pools

• Collection, processing, storage, communication and systematic

dissemination of information

COMMUNICATION TECHNOLOGY

• Data transmission media, models, networks, components, platforms

• Communication and dissemination of information

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TYPICAL INFORMATION SYSTEM COMPONENTS

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TYPES OF INFORMATION SYSTEMS

On the basis of the nature of Information and the user communities served,

information systems can be categorised into following types:

1. Discipline – Oriented

• Discipline-oriented information systems concentrate on satisfying the information needs of usersbelonging to a specific discipline of knowledge like mathematics, biology, etc.

• The primary function of such systems is to support education, research and development in theconcerned discipline.

• Information is generally disseminated through primary journals, monographs, seminars and meetingsusually associated with academic and research institutions, learned societies, professional bodies andthe like.

• Normally, the user communities are students, academicians, scholars, research workers and others.

• Example – International Nuclear Information System (INIS) caters to the information needs of usersengaged in nuclear science and allied fields.

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CONT…

2. Mission – Oriented

• Mission-oriented information systems provide information support to mission-oriented agencies likeISRO, DRDO, NASA and such others.

• Such information systems coordinate and use knowledge simultaneously from a variety of disciplines,as in the case of NASA mission, where input of information from diverse fields such as electronics,biology, medicine, aeronautics, chemistry, physics, etc. .

• Information is disseminated through primary publications like technical reports, besides journals andother conventional publications as well as through secondary services.

• Such information systems usually form part of the agency and get their budgetary allocation from theconcerned agency.

• The user community of such systems include scientists, engineers, technologists and other managersbelonging to the agency entrusted with the mission.

• Example – DESIDOC is a mission-oriented information system of DRDO.

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TYPES OF INFORMATION SYSTEMS

• It is also known as global information system. An International Information System is a network of information centres that coversthe whole world or parts of the whole world. They are a group of regional and national information system working in perfectharmony and close co-operation. Eg. ENVIS

International Information System

• A Regional Information System is a network of information centre within a region or area. The area cover includes two or morenation, whose components of information system work in perfect harmony and thus enable specific categories of user to receivethe information relevant to their needs and abilities. Eg. SAARC.

Regional Information System

• A National Information System is a network of existing information resources within a nation together with new services,coordinated to reinforce and enhance the activities of the individual units and thus enable specific categories of user to receivethe information relevant to their needs. The national information system exists at national level but accessibility is international.Eg. NISCAIR.

National Information System

• Sectoral Information System is based on subject specialization. It maintains a rich collection of materials in the specialized areasonly to which it is intended but with international scope. Eg. Agricultural Information System (AGRIS).

Sectoral Information System

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CHANNELS FOR DISSEMINATION OF INFORMATION –UNITS OF INFORMATION SYSTEM

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EVOLUTION OF INFORMATION SYSTEMS

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EXAMPLE OF ORGANISATIONAL LINKS FOR A NATIONAL INFORMATION SYSTEM

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INFORMATION SYSTEM AND INFORMATION NETWORK

Information System : It refers t a set of devices, procedures, operating systems, and

organisations, designed around user-based criteria to produce information and

communicating to users.

Information Network : It is a set of interrelated information systems associated with

communication facilities, which are operating through more or less formal agreements

and institutional arrangements, in order to jointly implement information handling operation with a view to pool their resources and to offer better services to users.

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SUGGESTED RESPONSIBILITIES IN INFORMATION SYSTEMS AND NETWORKS

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USER VIEW OF AN INFORMATION SYSTEM------------A

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REFERENCES

Atherton, Pauline. Handbook for Information System and Services. Paris: UNESCO,

1997. Print.

Weisman, Herman M. Information systems, Services, and Centers. New York: Becker

and Hayes, 1972. Print.

Baman, Parida. Studies on Information Systems, Services and Programs in India and

Abroad. Delhi: Ajanta Press, 1993. Print.

Barman, Badan. “Information System.” netugc . n.p. , n.d. Web. 18 September 2015.

< http://www.netugc.com/>.

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