Information Systems - Assignment Example

Information Systems Table of Contents Task 1 2 Introduction 2 Discussion 2 Different types of information 2 Purpose of information in different areas 3 Sources of information 4 The function/purpose of the data used 5 The nature of the data being used 5 Task 2 5 References 8 Task 1 Introduction In this age of globalisation, information system acts as the backbone of any organization. Information system makes the procedure of communication, i.e. sharing of varied types of information among the employees more effective and efficient. The process of record keeping and operations becomes easier with the help of information system, so most of the organizations, irrespective of size desire to implement information system. The rationale of this assignment is to analyse the effectiveness of information system within an IT related firm dealing in personal information of the customers. Discussion Different types of information The different types of facts that may be required by an IT firm dealing in personal information of the customers comprise of: first name, last name, middle name, father ‘s name, father’s occupation, mobile number, date of birth, residence address, the name of the school or institute, the final degree, the professional sector, the organization’s name, favourite websites, hobby, ATM card, passport, general search information and parameters, IP address of the computer, personal banking information etc (National Endowment for Financial Education, 2010). All the mentioned information presented above varies from one individual to another. But it needs to be preserved very accurately and carefully as it may create harm to the privacy of an individual. Therefore, the IT organization dealing in personal information of the customers, might try to record the facts of each and every customer with the help of a specific password. Then it may remain preserved in a much secured way that might not get leaked to others. However, in order to maintain the entire details of an individual through a password, information system is extremely essential. Information system might easily preserve and segregate the entire personal information of an individual from another. Purpose of information in different areas Information and fact is extremely essential for any business segments like sales, production, research and development as information are used to re-solve various queries or doubts in an efficient way. Sales: Information plays a vital role for an organization dealing in sales industry. Information of sales is essential to maintain a record of the products sold in a month so as to analyse its profitability and total revenues. For example, sales invoices are all preserved by the organization as it acts as a document of transaction. Sales invoice acts as document of the total quantity of goods sold and in which date the purchase was made. Sales invoices also offer the entire details of the revenue presented by the buyer to the seller. Moreover, a sales invoice also acts as a receipt of bookkeeping reference for the buyer, in case of any sort of defects or problems. Advertising: Information is extremely essential for the segment of advertising. The information presented through advertising helps to enhance the awareness of the customers towards any product or services of the organization. Moreover, with the help of advertising, the organization attempts to gain personal details of numerous customers such as name, phone number, product lines used etc. But all such personal information needs to be maintained and preserved accurately within the organization for future assistance. Moreover, advertising details also presents the information of the company that may be used by the customers at the time purchasing any product or service in future age. Market research: The role of information is of utmost importance in the segment of market research. Market information helps in analysis of the changed preferences as well as demands of the product lines of the organization as compared to its rival players. Market research also helps to analyse the region of future demand of the product that may be used by the organization to increase its stores and profitability. So, such type of market information is extremely essential for an organization in order to amplify the customer base and total revenue. Sources of information Purchase invoice: Purchase invoice acts as a document of the quantity of raw material purchased by an organization. Such type of documents also offers the organization an opportunity to preserve the total purchasing revenue and in case of any sort of trouble, the organization might use this purchase receipt to exchange those quantities of materials. Purchase invoice might also be used to maintain the financial accounts of the organization in that specific financial year. Sales invoice: Sales invoice also helps to present the details of the quantity of product sold by the organization. Sales invoice also presents the total amount of the products purchased and with the help of sales invoice, the organization might tally the quantity of products sold in the previous financial year to that of recent year. So, such type of information need to be preserved as it may be used for future purposes. Delivery receipt: Delivery receipt acts as a source of information of the organization as well as the customer. Delivery receipt includes the details of the products purchased by the customers as well as the total amount of price charged for it. Banking details: Banking details offer entire personal information of the customers like name, mobile number, address, transaction details etc that may be used by the organization in future age. Quality of information, and its’ importance Quality information includes all the important details of a customer like name, email, date of birth, address, phone number etc. All such information might be used by the organization at the time of purchase or sale of the product. So, these information need to be preserved by the organization. The function/purpose of the data used The function of data or information used by the organization is to preserve the personal details of the customers that may be used in future age. From such type of information, the quantity and price of the products might be evaluated easily as per the recent changes of the organization. Data might also be used to analyse the total sales of the product in the previous year as compared with the recent year. The nature of the data being used Qualitative data is more essential for an organization as it comprises of varied types of information entirely non-numeric in nature. But quantitative information includes only the numeric facts that may be used for future purposes like analysing profitability, total sale, revenues etc. Task 2 Data protection act 1998 is a reputed act introduced by the parliament of United Kingdom of Great Britain as well as Northern Ireland. As per this act, the personal details of the individuals need to be preserved and controlled in an effective way so as to retain the privacy. Introduction of such data helps to protect the fundamental rights of the individual in an accurate way thereby preserving them from being theft or lost. However, if the act of data protection is not used accurately within an organization, then it may result in varied types of problems such as loss of the identity of the individual, distress in the personal life of the individual etc (UK Legislation, 2000). Moreover, if an organization fails to preserve the personal information in an accurate way then, the reliability and trust of the customer over the brand might get destroyed. The demand of the product or service of the organization might get reduced that may hinder the profitability and loyalty in the market among many other rival players. So, the data and information need to be preserved accurately. Use of emails is also another important requirement of an organization. If the process of sending and receiving emails is not used accurate then the customers may not become aware about the recent developments of the organization. Moreover, emails need to be used by the employees in an effective way to increase the reliability and loyalty of the customers of the organization in the market as compared to many other rival players. However, in order to maintain the procedure accurately, the organization needs to train the employees. Only then, the employees might use the system of emailing effectively and efficiently thereby reducing the load of work (Macdonald, 2009). Freedom of information act 2000 is described as the liberty to use all sorts of information in an accurate way. Such an act was introduced by the parliament of United Kingdom to provide information by public authorities. However, if it is not used in an accurate way then it might cause varied types of problems such as distress in mental health of the individual, injustice in commercial interests etc (UK Legislation, 1998). Use of Internet is also extremely essential for an employee or organization. If an employee lacks to use it effectively, then the organization needs to implement varied types of training programs. Otherwise, by using the internet in wrong way, the employee might disclose varied types of precious data to many unauthorised individuals. However, such type of presentation of financial information of the organization to any authorised person may result in downfall of the brand image and market share. So, it is extremely essential to maintain the utilisation of internet in an accurate way within the organization and outside the organization or else it may create various problems for the organization as well as the customers. References UK legislation. 2000. Freedom of Information Act 2000. [Online] Available at: http://www.legislation.gov.uk/ukpga/2000/36/contents [Accessed on 11th August, 2014]. UK legislation, 1998. Data Protection Act 1998. [Online] Available at: http://www.legislation.gov.uk/ukpga/1998/29/contents [Accessed on 11th August, 2014]. Macdonald, L. 2009. Tolley's Managing Email & Internet Use. London: Sage. National Endowment for Financial Education, 2010. Types of Personal Information Identity Thieves Steal. [Online] Available at: http://www.pacer.org/publications/possibilities/protect-your-identity/86-types-of-personal-information-identity-thieves-steal.html [Accessed on 11th August, 2014]. Read More