Accessing and Using Information

Accessing and Using Information

Copyright: © 2019 |Pages: 16
DOI: 10.4018/978-1-5225-8410-0.ch012

Abstract

This chapter focuses on the accessing and using information stage in the information lifecycle. The chapter identifies the key questions to answer in formulating an information strategy. Concepts associated with these issues and the consequences of ignoring them are explained. The issues are also interpreted in different internal operating environments and in the context of future business environments.
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Key Questions

Chapter 12 provides a deep dive into the into key questions and decision points in the using and sharing stage of the life cycle. We offer 41 key questions to ask as you develop a strategy to support the creation and capture of information. The questions also form the basis of an audit of information assets. An audit should ask and answer all of the questions listed in this chapter. From these answers you should be able to judge the strength or weakness of assets in this stage of their life cycles.

These questions are organized into five easy to remember categories to help you work through them as you work on your strategy. We do not offer answers to these questions because only you can determine which answers best suit your environment. There is no single right or wrong answer. Short explanations are provided for key concepts as background and context. These explanations also serve as a working reference source for both business and information professionals.

The What Questions

Your strategy should explain…

  • Which information is internally available and to whom?

  • Which information is externally available and to whom?

  • The use of collection policies to manage availability?

  • Whether both digital and print or physical assets will be made available to external stakeholders?

  • Whether the supporting data for publications and papers is made available to external stakeholders?

  • Whether information about people and communities is made available to external stakeholders?

  • Whether information about services is made available to external stakeholders?

  • Whether information is freely available externally or at a cost?

  • Whether metadata only access or metadata and assets are made available externally?

  • What metainformation is needed to access and use the information?

  • The metainformation that is needed to make information accessible and usable, i.e., data collection and transformation, versions, programs and algorithms used, codebooks, dictionary files, errata files, user guides, etc.?

  • Whether the metainformation needed is available or needs to be created?

  • Criteria will be used to disclose information assets automatically?

  • Support and help services might be devoted to helping external stakeholders discover and use available information assets?

  • Expectations for use of information within and across the organization?

  • Expectations for sharing of information by producers?

  • Expectations for use of others information by subject matter experts?

  • Expectations for citing and giving credit to others whose work is used?

  • Expectations for acknowledging the work of others formally and informally?

  • Are renditions and redacted assets made available and under what conditions?

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