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Week 02 - Topic 03

DATA, TEXT & DOCUMENT MANAGEMENT


BMIT5103 Course
Information Technology for Managers
Dr. Huy Nguyen

BMIT5103

John von Neumann Institute - Vietnam National


University
Ho Chi Minh
City
Information
Technology
for Managers

BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

Learning outcomes:
1.
2.
3.
4.

Data, text & document management & their impacts on performance;


File Management systems;
Functions of databases & Database Management systems;
Tactical & strategic benefits of data warehouses, data marts & data
centres.

Information Technology for Managers

BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

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;
Information Technology for Managers

BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

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.

Information Technology for Managers

BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

No

Focus areas

Assigned readings

Data, text & document management

Chapter 3, pp 59 - 69

File Management systems

Chapter 3, pp 69 - 72

Database Management systems

Chapter 3, pp 72 - 76

Data warehouses, data marts & data centres

Chapter 3, pp 76 - 82

Enterprise Content Management

Chapter 3, pp 82 - 84

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

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

Information Technology for Managers

BMIT5103

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 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.

Information Technology for Managers

BMIT5103

DATA, TEXT & DOCUMENT MANAGEMENT

IMPORTANCE OF DATA MANAGEMENT


Enterprise can be effective with accessible high quality data when
needed 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

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BMIT5103

DATA, TEXT & DOCUMENT MANAGEMENT

DATA MANAGEMENT
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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BMIT5103

DATA, TEXT & DOCUMENT MANAGEMENT

MASTER DATA MANAGEMENT


Process to integrate data from various resouces into a unified data
repository through data entities;
Master data entities:

Better, more accurate data;


Better responsiveness;
Better revenue management;
More responsive business decisions.

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BMIT5103

DATA, TEXT & DOCUMENT MANAGEMENT

TRANSFORMING DATA INTO KNOWLEDGE

Better revenue management and more responsive business


decisions

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BMIT5103

DATA, TEXT & DOCUMENT MANAGEMENT

GAINING INSIGHT FROM TEXT & DOCUMENTS


Text mining and analytics:
Exploration;
Preprocessing;
Categorizing and modeling.

Document management:
Enabling the company to access and use the content contained in the
documents;
Cutting labor costs by automating business processes;
Reducing the time and effort required to locate information the business
needs to support decision making;
Improving the security of the content, thereby reducing the risk of
intellectual property theft;
Minimizing the costs associated with printing, storage, and searching for
content.
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BMIT5103

AGENDA

Data, text & document management


File Management systems
Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management

Information Technology for Managers

15

BMIT5103

AGENDA

Data, text & document management


File Management systems
Database Management systems
Data warehouses, data marts & data centres

Enterprise Content Management

Information Technology for Managers

16

BMIT5103

FILE MANAGEMENT SYSTEMS


File Management system;

Disadvantages of FMS compared to DBMS.

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BMIT5103

FILE MANAGEMENT SYSTEMS

HIERARCHY OF DATA

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BMIT5103

FILE MANAGEMENT SYSTEMS

CHARACTERISTICS
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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BMIT5103

FILE MANAGEMENT SYSTEMS

FILE MANAGEMENT

Information Technology for Managers

20

BMIT5103

AGENDA
Data, text & document management
File Management systems

Database Management systems


Data warehouses, data marts & data centres
Enterprise Content Management

Information Technology for Managers

21

BMIT5103

AGENDA
Data, text & document management

File Management systems


Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management

Information Technology for Managers

22

BMIT5103

DATABASE MANAGEMENT SYSTEMS

Two basic types of databases: centralised database & distributed


database;

Advantages & capabilities of DBMS

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BMIT5103

DATABASE MANAGEMENT SYSTEMS

CENTRALIZED

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BMIT5103

DATABASE MANAGEMENT SYSTEMS

DISTRIBUTED

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BMIT5103

DATABASE MANAGEMENT SYSTEMS

CHARACTERISTICS
Advantages & capabilities:

Permanence;
Querying
Concurrency
Backup and replication
Rule enforcement
Security
Computation
Change and access logging
Automated optimization.

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BMIT5103

DATABASE MANAGEMENT SYSTEMS

CHARACTERISTICS (cont.)
Data filtering and profiling: Inspecting the data for errors,
inconsistencies, redundancies, and incomplete information.
Data quality: Correcting, standardizing, and verifying the integrity of
the data.
Data synchronization: Integrating, matching, or linking data from
disparate sources.
Data enrichment: Enhancing data using information from internal
and external data sources.
Data maintenance: Checking and controlling data integrity over time.

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BMIT5103

FILE MANAGEMENT SYSTEMS

DATABASE MANAGEMENT

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BMIT5103

AGENDA
Data, text & document management
File Management systems
Database Management systems
Data warehouses, data marts & data centres

Enterprise Content Management

Information Technology for Managers

29

BMIT5103

AGENDA
Data, text & document management

File Management systems


Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management

Information Technology for Managers

30

BMIT5103

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.

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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

DATABASES & DATA WAREHOUSES


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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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

DATA WAREHOUSE
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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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

DATA WAREHOUSE FRAMEWORK & VIEWS

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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

CHARACTERISTICS OF DATA WAREHOUSE

Organization;
Consistency;
Time variant;
Nonvolatile;
Relational;
Client/server;
Web-based;
Integration;
Real time.

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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

BUILDING A DATA WAREHOUSE

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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

DATA MARTS, OPERATIONAL DATA STORES


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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BMIT5103

DATA WAREHOUSES, DATA MARTS & DATA CENTRES

DATA CENTRES
Facilities containing mission-critical IS and components that deliver
data and IT services to the enterprise;
Store and integrate networks, computer systems, and storage
devices;
Huge and include temperature and fire controls, physical and digital
security, redundant power supplies such as uninterruptible power
sources and redundant data communications connections.

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BMIT5103

AGENDA

Data, text & document management


File Management systems

Database Management systems


Data warehouses, data marts & data centres
Enterprise Content Management

Information Technology for Managers

39

BMIT5103

AGENDA
Data, text & document management

File Management systems


Database Management systems
Data warehouses, data marts & data centres
Enterprise Content Management

Information Technology for Managers

40

BMIT5103

ENTERPRISE CONTENT MANAGEMENT

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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BMIT5103

ENTERPRISE CONTENT MANAGEMENT

KEY FORCES TO ADOPT ECM


Compounding growth of content generated by organizations;
Need to integrate that content within business processes;
Need to support increasing sophistication for business-user content
access and interaction;
Need to maintain governance and control over content to ensure
regulatory compliance and preparedness for legal discovery.

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BMIT5103

ENTERPRISE CONTENT MANAGEMENT

ECM & ERM

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BMIT5103

ENTERPRISE CONTENT MANAGEMENT

BUSINESS VALUE & GROWTH OF ECM & ERM


Types of lawsuits against companies include:
Patent violations, product safety negligence, theft of intellectual
property, 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 are
elements of every business process.

Information Technology for Managers

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BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

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 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.

- File Management systems:


File Management system;
Disadvantages of FMS compared to DBMS.

Information Technology for Managers

45

BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

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 whether
they should be retained or destroyed;
Business value of ERM;
Expected growth of ECM & ERM in the future.

Information Technology for Managers

46

BMIT5103

STUDY GUIDE

TOPIC 03
Data, Text & Document Management

Study questions:
1.
2.
3.
4.
5.
6.
7.
8.
9.

What constraints managers face when they cannot trust data;


Why it is difficult to manage, search & retrieve data located throughout the enterprise;
How data visualisation tools & technology can improve decision making;
What text & document management is;
Describe three limitations of the file management approach;
Describe three data functions of a DBMS;
Compare databases & data warehouses in terms of data volatility & decision support;
Why ERM is important for an organisation;
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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THANK YOU FOR YOUR ATTENTION !


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