Information management

INFORMATION MANAGEMENT
AND ORGANISATION
DEEPAK JOHN, ASSISTANT LECTURER
DEPARTMENT OF COMPUTING, LYIT

Topics To be Covered
1. Introduction to Information System
2. Information Organization
3. File Management
4. Data Backup
5. Data on Cloud
CERTIFICATE IN DIGITAL SKILLS

Introduction to Information System
➢Information: Processed data
➢A system is an arrangement of
parts/elements working together to perform
a set of operations
➢Information System : It refers to a set of
devices, procedures, operating systems, and
organisations, designed around user-based
criteria to produce information and
communicating to users.

Information Organisation
➢Five ways to categorize the information are: LATCH.
i. Location
ii. Alphabet
iii. Time
iv. Category
v. Hierarchy.

Efficient file/folder management
➢File management is the process of administering a system that correctly handles
digital data. It also organizes important data and provides a searchable database for
quick retrieval.
Goals of File Management system
1. Easy to File
2. Easy to Find
3. Reusable

Best Practices For Organizing Computer Files
1. Skip the Desktop
2. Skip Downloads
3. File things immediately
4. Sort everything once a week
5. Use descriptive names
6. Don’t use too many folders
7. Stick with it

File manager
➢A file manager is a software program that helps a user manage all the files on
their computer. For example, all file managers allow the user to view, edit, copy,
and delete the files on their computer storage devices.
➢With recent versions of Microsoft Windows, File Explorer is considered the
default file manager. With Apple computers, Finder is considered the default file
manager.

Microsoft File Explorer Window

MAC Finder Window

Data Backup and Data on Cloud
➢Data Backup: Data Backup is an additional copy of data that can be used for restore and
recovery purposes.
➢ Backup purposes
1. Disaster Recovery :Restores production data to an operational state after disaster .
2. Operational :Restore data in the event of data loss or logical corruptions that may occur during
routine processing
3. Archival : Preserve transaction records, email, and other business work products for regulatory
compliance

Types of backups
Three basic types of backups: •
1. Full backups
2. Differential backups
3. Incremental backups

Full backups :full and complete backup of entire system

Differential backups
✓ storage of all files that have changed or been added since last full backup.
✓ Much faster restore because only the last full and the last cumulative backup
must be applied

Incremental backups
✓ only archives data that have been modified that day.
✓ Fewest amount of files to be backed up, therefore faster backup and less
✓ Takes more restoration time

Data Backup Security
▪ Implement restrict access on the backup file and to backup storage
location.
▪ Store backups at an offsite facility.

Types of Backup Media
• Offline
– External Media :Hardware (USB, Hard Drive, CD/DVD)
– Internal Media :
• Online
– Departmental Servers
– Data Backup Sites(http://www.ibackup.com/, http://www.datadepositbox.com/ , http://www.idrive.com/ ,
http://www.backupright.com/ )

Factors to consider in selecting an appropriate backup solution
▪ Speed :It refers to how fast data can be backed up and recovered.
▪ Reliability :It refers to the reliability of the backup service and media.
▪ Capacity :It refers to the amount of data to backup
▪ Extensibility :It refers to the ability of the backup solution to address the
current needs of the organization .
▪ Cost :It refers to the cost of the backup solution and it should conform to the
budget availability.

Data Backup Solutions
1. Hardware Appliances: Easy to install and configure, if the back up system
fails ,we will loose our data .
2. Software Solutions : greater flexibility, less expensive ,
3. Cloud Services :simpler than software because there are no systems to
provision and no operating systems to configure.
4. Hybrid Data Backup Solutions :combine the best of all other models

3-2-1 backup strategy
➢ It is a method for ensuring that your data is adequately duplicated and reliably
recoverable.
➢ In this strategy, three copies of your data are created on at least two different
storage media and at least one copy is stored remotely

Data on cloud
Types of cloud storage
1. Public cloud :Data is stored in the service providers' data centers with storage
data spread across multiple regions or continents.
2. Private cloud :in-house storage protected behind an organization's firewall.
3. Hybrid cloud :is a mix of private cloud storage and third-party public cloud
storage services

Thank You

Information management

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