Theory
Information management is the process of acquiring, evaluating, categorizing, storing, retrieving, and applying information as quickly and efficiently as possible.
Much information models the world. But the world changes. So the informational model gets out of sync with reality. It becomes a record of what was, not what is. We then call it ‘history‘. The modeling of the world is a two-step process: first, someone models some aspect of the world (by writing an article, for example). This is a first-order model. Typically, thousands or millions of copies of this model are made (via publishing, in print or online). The second step is when we read the article (model) and create a model inside our brains of the world described by the first-order model. This is a second-order model.
If the aspect of the world being modeled changes significantly, then the model must also be changed to correspond to the new reality.
One reason we sometimes feel overwhelmed with information is that it is increasingly difficult to create models in our minds that accurately reflect the world. This is because the rate at which the world is changing has increased. Thus, models get out of sync with reality sooner and need to be updated more frequently.
Why is the world changing more rapidly? Because so much of the Western word is constructed by people. And increasingly, the structures we build are made from information itself (AutoCAD plans, computer programs, websites, databases, and so forth). Computers have made information very easy to manipulate. Therefore, informational structures can be changed very rapidly.
In Taoist philosophy, there is a fundamental belief that everything is constantly changing. the goal is to be open and adaptable to this change, since it will occur anyway.
The world changes more and more quickly, and thus our mental models grow obsolete more and more quickly and we must spend more and more time reading to keep them in sync with reality. So how can we escape from this trap? One way is to try to model those parts of the world that do not change, or at least do not change as rapidly. Knowledge of the natural world (unlike that of the built world) for example, stays current for a very long time. Also, instead of modelling individual objects (the latest computer chip, the latest PDA, the latest line of MP3 players) we can focus of modelling processes and systems. This would be analogous to modeling waves (and the principles by which waves travel and interact), rather than each individual particle that moves as a wave passes through it.
For example, we could develop a thorough understanding of the principles of economics and competitive strategy, rather than learn all the details of the latest company to spring into existence on the business pages of the newspaper.
In effect, this is exactly what science does. It collects a number of individual cases, and then uses inductive reasoning to derive general principles that describe them all. You can then in turn use these same principles to make predictions about entirely new cases.
So if we model individual objects or states, it should be with an eye toward seeing a larger pattern and deriving general principles. Even better is to find a model that someone else has already developed that explains the larger processes and systems into which the individual states can fit.
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Aspects of Information:
Who. Who is the best person to get information from? Who can you rely on? Who should I date and marry?
Where. Where is Camp 4? Where is the on ramp to the highway? Where are the emergency exits? Where should I take my date?
How. How do I design a relational database schema? How do I improve my decision-making? How do I get rid of the clutter in my home? How do I improve my appearance? How do I find a compatible partner? How can I be more effective? How can I solve this problem?
Why. Why is getting rid of clutter so difficult? Why does my energy slack off?
When. When should I sell my stock? When should I get back into the market? When will the economy recover?
What.
Types of Information Management
Magazines
Mail Processing
Note Management
Periodical Management
Weekly Process
Steps in the Information Management Process
1. Requirements Definition
2. Acquisition
3. Evaluation
4. Categorization (Sorting)
5. Storage
6. Retrieval
7. Application