Submit an outline of the presentation that includes the following: 



A full description of the new system, a description of its components, and the benefit it will provide to Riordan

A discussion of the business requirements driving the need for the system

A discussion of the information used in the system



A discussion of any information security and ethical concerns with the system

Information Use

Introduction to Information

            Information is a very essential part of the modern organizations and is required to run them efficiently. We can say it in another way that without an information system an organization system is bound to collapse. Information is needed to control the day to day operations properly and in an effective manner. From making key decisions to implementing them everywhere there is need of information at every step. The importance of information and its management to organizations is undeniably very large. The organizations which are able to manage information successfully are also successful in other aspects of business. Commonly information is defined as data that is timely, accurate, organized for specific purpose and presented in a context to make it meaningful and relevant. Information, generally leads to rise in understanding and decline in uncertainty.  Information is considered important as it can affect behavior, decisions as well as their outcomes. Suppose a manger receive the information that his company’s net profit has fallen during the last month he can use this information to make decision regarding the financial spending’s for the coming month. If a piece of information doesn’t affect or bring any change, it is considered unimportant or valueless.

Formal and Informal flow of information

            In the present scenario, any organizational structure needs an effective information system for communicating with various department and workers within the organization. There are mainly two types of information structure run within any organizations information system, formal and informal. Formal information structure is used for downward and upward communication within the organization. But not all the information or communication flows through the formal communication system. For that type of communication or information sharing informal communication system is used. Informal information structure is mostly used for the communication between peers to peers communication or in another words informal communication is used as communication tool by those groups of employees who communicate actively and regularly with each other.

            A good example of formal downward communication is communicating a policy regarding safe and healthy work place. Similarly, an example of upward formal communication is feedback of any particular policy within the organization or employee appraisals. Informal communication is used for both work related as well as for social communication with group of employees. Informal communication consists of supportive as well as negative communication between groups of employee or we can say with peers to peers. A company’s newsletter is also a good example of formal information network.

            A proper and effective formal and informal information system provides great stability to any organization. At any organization structure proper and effective formal and informal information system remain same even if the individuals or employee may change. As mentioned earlier, flow of information inside organizations can be through formal as well as informal structures. However, both of these structures have a very important role to play in terms of coordination and processing of information. First of all the formal and informal networks can be of great assistance in reducing the information burden on the employees. Further, they can also be of considerable use in providing key information to select employees and for the coordination of activities across organizational units. Coordination of work would be much more difficult in absence of the formal   and informal structures along which information is transferred. Not just upward or downward but information can flow horizontally and vertically within the organization. Information can be used for solving various organizational problems as well. Efficient flow of information relies on efficient communication channels and the breakdown of these channels may lead to inefficient flow of information within an organization.

            Thus it is clear that the importance of information to running organizations efficiently is paramount. Several key things including important decisions and day to day operation are dependent on transfer of information. The transfer of information is possible both through formal as well as informal and networks and channels. In today’s scenario only those organization which are able to use both the channels effectively are successful at effective management of information. Organizations have understood that managing information is crucial to remain profitable and competent. It is also why emphasis on information management has increased over time in the industry.