INTRODUCTION TO ORGANIZATION

AND ACCESS TO INFORMATION

Chapter 1
 Table of Contents

2. 3.
1.
Understanding the Understanding the
Understanding the Concept Concept of Information Concept of Access to
of Organization of Storage and Retrieval Information
Information (ISR)
Understanding
Keywords + Definitions/Synonyms
Access - Merriam-Webster Dictionary & Thesaurus

Ability to
understand The process of
something obtaining Organization Retrieval

The process of
Storage organizing or The process of
Information being organized getting
something back

Detail about A place / A place

something / for storing
someone State of affairs, elements,
factors.
Context
The circumstances that form the setting for a
Concept Theory
statement or idea.
- or -
In terms of which it can be fully understood
 Table of Contents

THE CONCEPT OF ORGANIZATION

OF INFORMATION
1.
Understanding the Concept of
Organization of Information
ORGANIZATION OF INFORMATION
Organization of Information refers to the activities of gathering
information and bring it together into similar group/groups. A good
organization of information will promote access to information
effectively.
 ORGANIZATION OF INFORMATION
DEFINITION
Organize ~
● “To form into coherent unity or
functioning; integrate”
● “To arrange or order things so INTRODUCTION
that they can be found or used
easily or quickly”
● Organize is a basic human drive.
● Human learning is based upon the
ability to analyze, organize, and
retrieve data, information and
To process the relationship among all of knowledge.
these ● To recognize patterns, to compare
experiences, concept and ideas.
 WHY WE NEED TO ORGANIZE INFORMATION ?

1. Understand – Organization helps us to make sense of many things in daily life.

2. Save time – We want to access information, things and services in a timely

manner.

3. Collocate – We organize to bring similar things or ideas together into groups.

4. Retrieve – We organize because we need to retrieve.

5. Reduce redundancy - helps eliminate duplicate or redundant information,

preventing confusion and ensuring that only relevant and up-to-date
information is retained.
Current scenario in
ORGANIZATION OF INFORMATION
Information around us and needed in all aspect of our life

● Everyday activities and actions are dependent on the rest of the world
around us being organized.

● Kitchens are organized so that cooking equipment is easily accessible,

can be used as needed.

● Item in a newspaper are organized into specific sections so that similar

stories are presented together – comics and obituaries.

● Personal music collections are organized so that we can find just the
right song when we want it.

● Workplaces are organized so that documents are retrievable, and work

can be done.
 ORGANIZATION OF INFORMATION – In older days

• In 1800 – 1960s (before computer existed)

• See the pattern of organizing information in banks
• How the organize the bank accounts for customers ?
• How they make sure it is easy to retrieve the customer account/s and
money ?
• How they keep track with the money in the account/s?

• The pattern of organizing information in hospitals

• The patients records
• The doctors attended who/whom patients
• How they make it easier to retrieve the records ?
• How they arrange it ?
• What type of coding that they used ?
 THE SIGNIFICANT OF ORGANIZATION OF
INFORMATION

● Organization is a very important part of everyday life ~ it can be the

key to efficiency, progress and even survival.

● Retrieval of information is reliant on upon its having organized.

● Organization of information allows us to save copies of all kinds of

works that result from human events, such as ;
• books,
• art works,
• film,
• tweets,
• government documents.
 MAXIM ON ORGANIZATION OF INFORMATION

A PLACE FOR EVERYTHING AND

EVERYTHING IN ITS PLACE

This means that the best way to stay well organized is

to keep things in the right positions
 Table of Contents

THE SYSTEM/METHODS USED TO ORGANIZE

INFORMATION

Understanding the Concept of Information

Storage and Retrieval (ISR)
INFORMATION STORAGE AND
RETRIEVAL
The activity of obtaining information resources relevant to an
information need from a collection of information resources. It is a part of
information science ~ which activities relating to the retrieval of
information.
 INFORMATION STORAGE AND RETRIEVAL (ISR)

What is ISR ? Features

• ISR is interdiciplinary based on

• Generally, ISR is the science of
searching for documents, for 1. computer science,
information within documents, 2. mathematics,
as well as that of searching 3. library science,
relational databases and WWW. 4. information science and
technology,
5. information architecture,
6. cognitive psychology,
7. linguistic,
8. statistic
9. physics.
 COMPONENT OF ISR

Information Descriptor Document Transmission of

Carrier Address Information

Keywords that we use

for searching Transmission of
information from a Information means to
storage device. supply any document
to the hand of user
Document address when needed.
It is something that It can also be a
terminology or term can be ISBN, ISSN,
can store information. Code Number, Call Information Retrieval
used in searching
Number, Shelf Number System uses various
Such as; or File Number. networking tools for
• Film doing this.
• Magnetic Tape It helps us to retrieve
• CD / DVD information
 FUNCTIONS OF INFORMATION RETRIEVAL
Primary function is to supply the right information to the right user at
the right time

1st step Content 2nd 3rd

Content
Analysis
Acquisition Presentation
To analyze the
To collect acquired A system for presenting
information from information. information to the user.
various sources.

Final Step
Creation of 5th
Creation of 4th Dissemination
Search
File/Store Method
Authority decide what
Authority creates a new Authority disseminate
kind of search logic used
file for storing their information to the user
for searching & retrieving
collected information. by a systematic way.
information
 ONLY TWO TECHNIQUES ;
TECHNIQUES OF INFORMATION RETRIEVAL

TRADITIONAL SYSTEM NON-TRADITIONAL SYSTEM

Has TWO types.

• Main function of library and information 1. SEMI-AUTOMATIC SYSTEM

agencies is to acquisition, organizing, • Combination of man & machine to
preservation and dissemination of materials – retrieve information.
so they follow the traditional system. • Besides the use of machines, It's also
• The example of traditional systems ; needed a human intelligence &
1. Catalog physical labor to retrieve information.
2. Index
3. Abstract 2. AUTOMATIC SYSTEM
4. Bibliography • First introduced in late 1980s.
5. Authority file • All works and play are done by the
help of computer & modern
technologies.
• Examples; Computer, CD-ROM,
Internet
 Table of Contents

ACCESS TO INFORMATION
3.
Understanding the Concept of Access to
Information
ACCESS TO INFORMATION
Access to Information refers to the ability to connect to a
particular database or network system and obtain
information.

Such as information from a book, database, internet, offices, governments

documents, courts, etc…
 ALL YOU NEED TO KNOW ABOUT INFORMATION

What is Information ? Information Needs

By Fritz Machlup
1. A clue ● An information need arises
2. Something one did not before. when someone requires
3. Useful in some way to the person information to make a
receiving it. decision, solve a problem or
4. Can reduce uncertainty. gain a new knowledge about
5. Used in decision-making. a topic.

Information Needs in
Professional World
Characteristic of Information
● Relevant to their field of work -
1. As commodity - can be sold & bought need for the job/work to be done
2. Unlimited - too much information available correctly
3. Compressible - can be summarized for ● Relevant to their organization -
easier handling aware of news and information
4. Shareable - can be shared and used by about the work place.
many people at the same time ● Irrelevant to their field of work -
5. Expandable - can be elaborate whenever needed for daily life
you want
 Why we need to access information ?

1. Information is powerful !
2. We need information to keep up with daily life.
3. We need information in decision-making.
4. Information itself has its value and importance.
Let’s do this together…
To sums-up this topic, list four (4)
significant of Access to Information.

1. __________________________________

2. __________________________________

3. __________________________________

4. __________________________________
 Current scenario in

ACCESS TO INFORMATION
Access to Information
28 September Act.

International Day for Universal

The right to access information
Access to Information
is an essential component in a
proclaimed by democratic society.

UNESCO

Access to Information Laws – is an integral part of

fundamental right of freedom of expression (Article 19 of the
Universal Declaration of Human Rights (1948)
 Current scenario in

ACCESS TO INFORMATION
135 UN member states
have adopted
constitutional,
statutory & policy for
public access to
information

11 countries adopted
Access to
Information Laws

The Concept of Access to Information will NOT

success if information is not being organized.

1. Speed up access to information
● The process of acquiring
information become faster and
meet user’s information needs and
expectation
THE PURPOSE
3. Improves the efficiency of
activities in information agencies
for user and organization
• This will smoothen the process such as
research activities or any related task
because user can get the access to the
information and manage it accordingly
based on the task given.

2. Improves decision-making
process
● The right ways of access and
managing the information will 4. Increase user satisfaction
helps in decision-making
process.
• The organization is able to give faster answers or
shorten the time it takes to improve a product or
● The elements of good data,
service.
information, facts and figures will
help in deciding the right
• When they are managing the information in proper
ways, they will shorten time of providing access and
decision with actual fact support.
user will get the information in the fastest ways.
Indirectly, user will be satisfied with the services given.
 “We are not in Information Age
anymore…
We are in the Information Management
Age.”

Chris Hardwick
So don’t worry…
YOU ARE ON THE RIGHT TRACK
 THE RELATION BETWEEN
ORGANIZATION OF INFORMATION
&
ACCESS TO INFORMATION
 1. Exercise
In order to understand the NEED to access information,
you’re going to do a simple exercise.

In a group of 3 persons, discuss and gather information

about a TRIP. You and your friends are going to Desaru for
holiday. Your main objective is food hunting. The durations
of your stay are 3 days & 2 nights.

Check-list:

1. Transportation - from Kelantan.

2. Accommodations - 3 nights in Desaru.
3. Foods
4. Places that worth to visit.
5. Any information that are relevant.
 THE RELATIONS

Information
The realization Actions Taken Success
Explosion vs
Information Access to
Overload Need to organize Information Information
information being organized
Too much
information +

Used the
appropriate
system/method
 Awesome Words
Organizing
is what you do before you do something, so that
when you do it, it is not all mixed up
A.A. Milne

Thanks