Theme 1 Flashcards
What is data?
Symbolic representations of observable properties of various items/ objects/ events of the world.
What is the DIKW pyramid?
Wisdom: understanding
knowledge: idea
information: organised
data: individual facts
data + context = information
information + meaning = knowledge
knowledge + insight = wisdom
What is information?
analysed and structured data with the intention of answering a question.
document?
a purposeful and self contained collection of information
Data vs Information:
Data:
Easily captured by machines
easily manipulated
easily transferred.
Information:
Requires human intervention to assign meaning
requires consensus of meaning for action.
can be replicated but often hard to transfer accurately
Give the qualities of information:
Information itself is intangible
Information only exists through human perspective
Information is self-multiplicative
Information is expandable
Information is comprehensible
Information can substitute for other resources
Information is diffusive
Why do people search for information:
- Decision making
- problem solving
- communication and interpersonal relationships.
What are the four modes of seeking information:
Re-finding: Looking for something that has already been found
Known-item: Knows what is wanted
Exploratory” May not know where to start
Don’t know what you need to know: May think you need one thing but actually need another.
What is an organisational system:
To organisize is to create capabilities by intentionally imposing order and structure.
Therefore an organizational system is an intelionally arranged collection of resources and interactions they support.
What is the purpose of an information organization system
To facilitate retrieval.
Location: Where the object is located
Selection: Choosing the object that meets users needs
Collection: Brining together related records.
Inventory: Know what you have
What are the three information organizational principles:
1: Information needs to be organised for communities which means that all information providers need to know their communites
2. Community members linguistic, semantic and cognitive frameworks must be central consideration
3. Stardards and standardization enhances interoperability between systems, which benefits both system designers and organizers and communities the serve.
Approaches to physical document arrangement (Non digitial)
Subject arrangement
* Title arrangement (e.g.
periodicals and journals)
* Author arrangement (e.g.
fiction)
* Nature of use (reference
section, quick reference =
dictionaries,
encyclopaedias)
* Readership level
(children’s level of reading
& emotional
development)
arrangement:
Limitation of physical document arrangements
Physical documents can only
be arranged in one order, and
grouped according to one
characteristic
* Any given document can only
be located in one place in any
given sequence
* Collections may be separated
or distributed on several
floors of a building
Filing order and dequence
Headings and search terms must be displayed in a static order list in some order
Filing order is important in assisting user in location point
Arabic number and roman letters: maintains coherint filing list
problems is abbreviations
Applications of filing to organzation.
Records/documents.files are created
Records form the memory of the organization - enables new employees to know what occured in the past
Files must be stored in a logical system
What do records classifcation systems provide
A way of having intellectual control over a system
Provides a means to knowing what records exist
File plans
Should be dynamic
Correlate with specific activities Provide framework for specific approach to classifying records
What must files have according to SA standards
Must be grouped together
Must be consistent and logical
Kept simple
Descriptions should be unambigous
No d uplication
What is the filing procedure
Inspect: Check for release mark of record to ensure it is ready for filing
Index: Read content to determine filing segement
Code: Mark filing units on record
Cross-reference: Indicate record location under alternative filing segements
Sort: Arrange records by filing segement
Store: Place in appropriate folder
