John von Neumann Institute - Vietnam National University Ho Chi Minh CityInformation Technology for ManagersBMIT5103 Information Technology for ManagersBMIT5103
Week 02 - Topic 03
DATA, TEXT & DOCUMENT MANAGEMENT
BMIT5103 Course
Information Technology for Managers
Dr. Huy Nguyen
Information Technology for Managers
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Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
2
Learning outcomes:
1. Data, text & document management & their impacts on performance;
2. File Management systems;
3. Functions of databases & Database Management systems;
4. Tactical & strategic benefits of data warehouses, data marts & data
centres.
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Information Technology for Managers
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STUDY GUIDE
TOPIC 03Data, Text & Document Management
3
Topics overview:
1. Importance of managing data, text & document & their impacts on business
performance;
2. Associating data, text & documents as strategic assets of organisations &
proving necessity of data management;
3. Need for a database & a data warehouse for storing & managing data;
4. High-quality data depends on effective approaches to data management;
5. Data visualisation deployment for supporting decisions;
6. Problems & issues which occur due to poor management of data;
7. MDM consolidates data from various data sources into a master reference
file which creates accurate & consistent data across the enterprise; concept
& definition of a master reference file;
8. Data quality & integrity is still the main concern when storing & managing
data to gain users trust;
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TOPIC 03Data, Text & Document Management
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Topics overview (cont.):
9. Text mining & analysis & DMS;
10. FMS & their limitations compared to DBMS; databases & DBMS benefits
compared to CFS;
11. Databases to data warehouses in terms of real-time support & benefits;
12. Characteristics & development of a data warehouse;
13. Concept of data mart, operational data stores & dimensional databases;
14. ECM is an important data management technology, particularly for large &
medium-sized organisations;
15. ECM includes EDM, WCM, DAM & ERM;
16. ERM are important data management technology for large & medium-sized
organisations; business value of ERM;
17. ECM & ERM growth.
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Information Technology for Managers
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STUDY GUIDE
TOPIC 03Data, Text & Document Management
5
No Focus areas Assigned readings
1 Data, text & document management Chapter 3, pp 59 - 69
2 File Management systems Chapter 3, pp 69 - 72
3 Database Management systems Chapter 3, pp 72 - 76
4 Data warehouses, data marts & data centres Chapter 3, pp 76 - 82
5 Enterprise Content Management Chapter 3, pp 82 - 84
Information Technology for Managers
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Information Technology for Managers
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AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
6
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
7
Information Technology for Managers
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Information Technology for Managers
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DATA, TEXT & DOCUMENT MANAGEMENT
8
Data is foundation of any IS & needs to be managed for its useful life
cycle;
Managers & information workers may be constrained by data that
cannot be trusted because it is incomplete, out of context, outdated,
inaccurate & inaccessible, therefore requiring a longer time to analyse;
Data visualisation & decision support tools function to format data into
meaningful contexts for users;
Data quality, integrity, privacy & ethics;
Roles of text mining & analysis, document management & DMS towards
ensuring business efficiency & productivity.
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DATA, TEXT & DOCUMENT MANAGEMENT
IMPORTANCE OF DATA MANAGEMENT
9
Enterprise can be effective with accessible high quality data whenneeded to obtain:
Opportunity to earn revenues;
Ability to cut expenses;
Improve business processes and performance.
Data is retrieved from a data repository:
Database;
Data warehouse.
Uncertainty of data is a constraint on managers because data is:
Untrusted , imcomplete, out of context;
Outdated, inaccurate, inaccessible.
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DATA, TEXT & DOCUMENT MANAGEMENT
DATA LIFECYCLE
10
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DATA, TEXT & DOCUMENT MANAGEMENT
DATA MANAGEMENT
11
Data principles:
Diminishing data value;
90/90 data use;
Data in context.
Data visualization:
Tools to visualize data and support to decision making.
Problems and challenges of data management:
Nonstandardized, unsynchronized;
Increasing volume of data exponentially with time;
Data dispersion, security, privacy, quality, and integrity;
Data validity, data redundant or out-of-date
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DATA, TEXT & DOCUMENT MANAGEMENT
MASTER DATA MANAGEMENT
12
Process to integrate data from various resouces into a unified datarepository through data entities;
Master data entities:
Better, more accurate data;
Better responsiveness;
Better revenue management;
More responsive business decisions.
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DATA, TEXT & DOCUMENT MANAGEMENT
TRANSFORMING DATA INTO KNOWLEDGE
13
Better revenue management and more responsive business decisions
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DATA, TEXT & DOCUMENT MANAGEMENT
GAINING INSIGHT FROM TEXT & DOCUMENTS
14
Text mining and analytics:
Exploration;
Preprocessing;
Categorizing and modeling.
Document management:
Enabling the company to access and use the content contained in thedocuments;
Cutting labor costs by automating business processes;
Reducing the time and effort required to locate information the businessneeds to support decision making;
Improving the security of the content, thereby reducing the risk ofintellectual property theft;
Minimizing the costs associated with printing, storage, and searching forcontent.
Information Technology for Managers
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Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
15
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
16
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FILE MANAGEMENT SYSTEMS
17
File Management system;
Disadvantages of FMS compared to DBMS.
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FILE MANAGEMENT SYSTEMS
HIERARCHY OF DATA
18
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FILE MANAGEMENT SYSTEMS
CHARACTERISTICS
19
Accessing records from computer files:
Sequential file organization;
Direct or random file organization.
Limitations of File environment:
Data redundancy;
Data inconsistency;
Data isolation;
Data security.
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Information Technology for Managers
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FILE MANAGEMENT SYSTEMS
FILE MANAGEMENT
20
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
21
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
22
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Information Technology for Managers
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DATABASE MANAGEMENT SYSTEMS
23
Two basic types of databases: centralised database & distributed
database;
Advantages & capabilities of DBMS
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DATABASE MANAGEMENT SYSTEMS
CENTRALIZED
24
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DATABASE MANAGEMENT SYSTEMS
DISTRIBUTED
25
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DATABASE MANAGEMENT SYSTEMS
CHARACTERISTICS
26
Advantages & capabilities:
Permanence;
Querying
Concurrency
Backup and replication
Rule enforcement
Security
Computation
Change and access logging
Automated optimization.
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DATABASE MANAGEMENT SYSTEMS
CHARACTERISTICS (cont.)
27
Data filtering and profiling: Inspecting the data for errors,inconsistencies, redundancies, and incomplete information.
Data quality: Correcting, standardizing, and verifying the integrity ofthe data.
Data synchronization: Integrating, matching, or linking data fromdisparate sources.
Data enrichment: Enhancing data using information from internaland external data sources.
Data maintenance: Checking and controlling data integrity over time.
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Information Technology for Managers
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FILE MANAGEMENT SYSTEMS
DATABASE MANAGEMENT
28
Information Technology for Managers
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Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
29
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
30
Information Technology for Managers
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Information Technology for Managers
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
31
Comparison between databases & data warehouses;
Need for real-time data warehousing & analytics;
Benefits of data warehousing;
Characteristics & the building of a data warehouse;
Data marts, operational data stores, multidimensional databases &
data centres.
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATABASES & DATA WAREHOUSES
32
Databases:
Are designed and optimized to store data;
Online transaction processing (OLTP) system;
Constantly being added, edited, or updated.
Data warehouses:
Are designed and optimized to respond to analysis questions that are
critical for a business;
Added within a schedule or a plan.
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA WAREHOUSE
33
Real-time support from a data warehouse;
Need for data warehouse:
Business intelligence, decision making support.
Benefits of data warehouse:
Marketing and sales;
Pricing and contracts;
Forecasting;
Sales performance;
Financial.
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA WAREHOUSE FRAMEWORK & VIEWS
34
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
CHARACTERISTICS OF DATA WAREHOUSE
35
Organization;
Consistency;
Time variant;
Nonvolatile;
Relational;
Client/server;
Web-based;
Integration;
Real time.
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
BUILDING A DATA WAREHOUSE
36
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA MARTS, OPERATIONAL DATA STORES
37
Reasons data warehouses fail:
Data warehousing design;
Data warehousing implementation;
Data warehousing operation.
Data marts:
Lower cost, scaled down version of data warehouse;
Are designed for a strategic business unit or a single department.
Operational data stores:
Use concepts and benefits of the data warehouse to the operational
portions of the business at a lower cost.
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DATA WAREHOUSES, DATA MARTS & DATA CENTRES
DATA CENTRES
38
Facilities containing mission-critical IS and components that deliverdata and IT services to the enterprise;
Store and integrate networks, computer systems, and storagedevices;
Huge and include temperature and fire controls, physical and digitalsecurity, redundant power supplies such as uninterruptible power
sources and redundant data communications connections.
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
39
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management
40
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Information Technology for Managers
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ENTERPRISE CONTENT MANAGEMENT
41
ECM & ERM;
Volume of electronic records should be continuously reviewed to
determine whether they should be retained or destroyed;
Business value of ERM;
Expected growth of ECM & ERM in the future.
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ENTERPRISE CONTENT MANAGEMENT
KEY FORCES TO ADOPT ECM
42
Compounding growth of content generated by organizations;
Need to integrate that content within business processes;
Need to support increasing sophistication for business-user contentaccess and interaction;
Need to maintain governance and control over content to ensureregulatory compliance and preparedness for legal discovery.
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Information Technology for Managers
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ENTERPRISE CONTENT MANAGEMENT
ECM & ERM
43
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ENTERPRISE CONTENT MANAGEMENT
BUSINESS VALUE & GROWTH OF ECM & ERM
44
Types of lawsuits against companies include:
Patent violations, product safety negligence, theft of intellectualproperty, breach of contract, wrongful termination, harassment,
discrimination
Discovery, or the request for information;
Keeping corporate data safe will be an incredible challenge;
Planning and managing electronic documents and records areelements of every business process.
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
45
Content summary:
- Data, text & document management:
Data is foundation of any IS & needs to be managed for its useful life cycle;
Managers & information workers may be constrained by data that cannot betrusted because it is incomplete, out of context, outdated, inaccurate &
inaccessible, therefore requiring a longer time to analyse;
Data visualisation & decision support tools function to format data intomeaningful contexts for users;
Data quality, integrity, privacy & ethics;
Roles of text mining & analysis, document management & DMS towardsensuring business efficiency & productivity.
- File Management systems:
File Management system;
Disadvantages of FMS compared to DBMS.
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
46
Content summary (cont.):
- Database Management systems:
Two basic types of databases: centralised database & distributed database;
Advantages & capabilities of DBMS.
- Data warehouses, data marts & data centres:
Comparison between databases & data warehouses;
Need for real-time data warehousing & analytics;
Benefits of data warehousing;
Characteristics & the building of a data warehouse;
Data marts, operational data stores, multidimensional databases & data centres.
- Enterprise Content Management:
ECM & ERM;
Volume of electronic records should be continuously reviewed to determine whetherthey should be retained or destroyed;
Business value of ERM;
Expected growth of ECM & ERM in the future.
Information Technology for Managers
BMIT5103
Information Technology for Managers
BMIT5103
STUDY GUIDE
TOPIC 03Data, Text & Document Management
47
Study questions:
1. What constraints managers face when they cannot trust data;
2. Why it is difficult to manage, search & retrieve data located throughout the enterprise;
3. How data visualisation tools & technology can improve decision making;
4. What text & document management is;
5. Describe three limitations of the file management approach;
6. Describe three data functions of a DBMS;
7. Compare databases & data warehouses in terms of data volatility & decision support;
8. Why ERM is important for an organisation;
9. Explain how having detailed real-time or near real-time data can improve productivity
& decision quality;
10.A data mart can substitute for a data warehouse or supplement it. Compare &
discuss these options;
11.Discuss the factors that make document management so valuable. What capabilities
are particularly valuable;
12.Relate document management to imaging systems.
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