Archival systematization of information is. Concept and types of inventories

Information systematization It implies the information to bring it to a certain type of information to bring it to a certain type of information that allows individual to respond to the information obtained. Processing information has it in a certain order, gives it some completed forms, which fills the information with a certain meaning and value. Information processing creates images, forms that a person can recognize and which are understood by it in a certain way. In this case, the process of information of the information signals to simplified synthesized images and categories occurs.

There are three general rules for processing information that allow it to reduce it to images:

1) establishing the relationship of the shape and background;

2) completion of images;

3) Establishing similarity and approximation.

When establishing from about the same, the information is allocated in the overall "picture" of information, that is, the meaning of the picture, in its way. Accordingly, what is not a figure turns into a background. Often the figure is unambiguous. However, there are situations where the background can be perceived as a figure, and the figure is considered by the background. In this case, the processed information can turn into a completely different image and find a completely different meaning.

Completion of images allows you to create a solid image in separate parts, even if there is no sufficient information for this. Often, this process of processing information can lead to the creation of incorrect images and incorrect interpretation of the behavior of others, as well as generate incorrect interpretation by the individual of the impacts entering its address from the organizational environment.

The establishment of similarities and approximation leads to the fact that, firstly, according to individual elements and characteristic features, it is possible to allocate separate images and forms that have some generalizing features from the total information. Secondly, this principle of information processing is manifested in the fact that various images and, accordingly, phenomena are grouped into some generalized groups by smoothing or ignoring the individual characteristics of each phenomenon.

Systematization of information by man is carried out in two ways. The first way is L about g and the processing of information. This method is characterized by systematic and consistent based on logical transformation of information. This is the so-called scientific way to process information. But a person not only logically processes information, bringing it to a state that allows actions in response to the impacts from the environment. A person also processes information using H in C T C A, P R E D P O H T E N I, E M O C I, I B E M D E N I. In this case, information is processed according to the principles "I love - I do not like", "I like it - I don't like it", "Good - bad", "better-worse", "acceptable - unacceptable", etc.

Perception is a very complex, multifaceted and fast-moving process. It is incorrect to think that the selection, processing and evaluation phases are rigidly delimited and follow one after another in a clearly defined form and on the unequivocal scheme. In fact, it is almost simultaneously and often lightningly unfolding processes that constitute the perception of the environment of the environment. At the same time, although the selection, and the systematization of information is generally carried out in accordance with certain principles, it is characterized by individuality in the flow of these processes, which always makes individual and subjective perception. Therefore, in order to effectively interact with the person and manage it, it is necessary to know at least in general, what the characteristic features of the reality is possessed.

Definition 1.

Methods of systematicization of information are methods of organizing the investigated information objects into a certain system based on any criterion.

Information systematization

To effectively resolve the tasks, a quick access system is required to access the necessary information. That is, first of all, it is necessary to ensure optimal data search and, in addition, it is necessary to systematize newly incoming information. The main initial step of most business projects, regardless of the scope of the enterprise, is considered to systematize information. Well done systematization of information allows excellent results when establishing production and, in addition, gives substantial savings of finance firm and its efforts. The process of systematicization of information should include in its composition:

Method of collecting and accumulating information data.
Classification and indexing operation.
Methods of access to information resources.
Information data presentation methods.
Methods for processing search query information.

There are two ways to organize information:

Organization of information in the form of a clear structure (structured information).
Organization of an information array in the form of a simple text.

Definition 2.

Structuring is a sequence of operations to systematize information. To execute this standard formats.

Under the format is a clean form for enhancing information.

Information data can be recorded in a paper version, or in a text editor file, or as the input data is placed in the database.

In standard format there are information sections called fields. The result of filling the format will be a complete form called the record.

A database is understood as a set of records, which is organized to facilitate the finding of a specific recording or a certain number of related records, or the necessary information in such entries. A distinctive feature of the correct databases is their ability to give once recorded data in different ways (from the point of view of content - from a small amount to an exhaustive information set, also the form of representation can also be different, the necessary user).

Systematization of information implies in a sense the classification of the company's entire document flow rate on various subgroups. Each company can choose the most suitable method for systematizing information, classification principles (or a set of these principles). Most often, all documents of the company are divided according to nominal, subject, thematic, chronological, copyright and archival classifications:

Under nominal systematization is understood to the division of documentation for its types (account, contract, order, and so on).
Under the subject systematization is understood to belong to the documents for any particular sphere.
Under the thematic systematization means the general subject of documents.
Under the chronological systematization of the information is understood as the document division according to the dates of their appearance.
Under the author's systematization means division by the names of the authors of documents.
Under archival systematization is understood by the division for the storage of the document.

Basic methods of systematization of information

Systematization of information implies its processing to form a certain type of it, as well as the implementation of the interpretation of information, which makes it possible to correctly perceive the information to each user. Processed information is located on a specific rules, has a fully completed format, which gives it a logical meaning and value. When processing information, complete images are formed that people can recognize and understand correctly. All this is accompanied by the process of bringing the set of information signals to some simple shape categories.

You can select three rules how to process information to get images:

It is necessary to establish the correct ratio of figures and background information.
Images must be completed.
It is necessary to establish approximate and similarity.

When forming the balance of the shape and the background in the information picture, it is necessary to allocate, actually, the figure, that is, the main meaning of the picture (image). And of course, the fact that there is no figure, becomes background. The bowl of all the figure can be allocated very simply, but there are cases when there are no clear boundaries between the figure and the background. Then there is a possibility that after processing the information, it can radically change its image, and accordingly will have a different semantic value. Sometimes the procedure for processing information is able to lead to the formation of incorrect (false) images and incorrect interpretation of the actions of other people and, in addition, to cause an incorrect understanding of the person actions going to his address from an external environment.

People usually systematize information by two methods:

Method of processing information based on logic. It is based on a systematic and consistent conversion of information based on logic operations. This method also refers to scientific processing. But people are capable not only to logical processing of information, which makes it possible to perform adequate responses when receiving external influences.
The method of processing information at the level of feelings. Emotional reactions of a person predetermine the processing of information based on concepts, I love - I do not like, bad - good and so on.

The perception of the surrounding world by a person is largely ambiguous, quite difficult and quickly the current process. It is wrong to imagine that the stages of collecting, processing and identifying information are clearly separated and coming in each other in a strictly specified format and by a single structure. Development of solutions is based on a variety of information.

Send your good work in the knowledge base is simple. Use the form below

Students, graduate students, young scientists who use the knowledge base in their studies and work will be very grateful to you.

Similar documents

Appointment and brief description of decision support systems. Concepts and principles of decision making theory. Obtaining information, decision-making criteria and their scale. Classification scheme of possible sources and methods for obtaining information.

course work, added on 14.02.2011

The essence and stages of making management decisions, their distinctive features and implementation problems. Types of organizational solutions depending on the number of selection criteria, the form of adoption, methods of fixation and the nature of the information used.

abstract, added 03/28/2014

The characteristic of the concept of the document is the consolidation means in a different way in a special material of information on facts, events or phenomena of objective reality and mental activity of a person. Signs, functions and properties of the document.

course work, added 01/12/2011

Information as information about the surrounding world, which reduce the degree of uncertainty, the incompleteness of knowledge about them. The value of information in management activities. Strategic activities: decision making. Knowledge management, methods of their preparation.

abstract, added 04/25/2010

Concept, classification, models, goals of making management decisions. Characteristics and objectives of the decision-making process, affecting factors, criteria for choosing a better solution. Features of management and decision-making process in Russian organizations.

abstract, added 12.03.2009

Theoretical and methodological foundations of organizational changes, management of them and classification in modern organizations. The concepts of management decisions and its essence, stage and factors. Accounting for staff behavior and forecasting in personnel work.

thesis, added 02.06.2011

thesis, added 01/06/2016

An important feature of efficient work is quick access to the necessary resources. If the work requires information equipment, it is necessary to envisage easy, quick search for information, as well as systematization of new information.

The primary and most important stage of many business processes occurring in any organization is information systematization. Due to the carefully conducted systematization of information, it is possible to achieve high results in the process of optimizing the workshop, as well as in saving the funds of the company and the working time of the staff. Without prior systematization of information, it is impossible to submit such essential business processes as document management, office work, creating a material and electronic archive, creating various databases.

The systematization of information includes:

Methods of searching and accumulating information;

Classification and indexing of information;

Methods of access to information;

Ways of presenting information;

Processing requests for information search.

Information can be organized by one of the two main ways:

structured information;
information in the form of free text;

Under the structuring means consistent systematization of information. For this, standard formats are used. Format - This is an empty form in which the information is entered. Information can be recorded on paper or in a text editor, or in the form of input data can be posted in the database program.

Standard format is composed of information sections called fields. The result of the filled format is record.

The database is a collection of records organized in this way to facilitate the search for a certain entry or a number of interrelated records, or certain information contained in these records. Another characteristic of a good database is the ability to issue previously fixed data in a different form: in relation to content (from a minimum set to comprehensive information) and in relation to the form in which the output will be presented.

Under the systematization of information, it is understood as a kind of classification of all documents of the organization for various groups. Each company chooses for itself the most convenient method of systematization of information, one or another type of classification (or a set of such types). Most often, all the documentation of the firm is distributed in accordance with the nominal, subject, thematic, chronological, author and archival classification. Nominal systematization is the distribution of documents by their type (accounts, contracts, orders, etc.); subject - according to the personnel of the document to any particular case; thematic - for general subjects; Chronological systematization of information - Distribution of documents by the date of their creation; author - by the name of the author of the document; Archive - in terms of storage of documentation.

Systematization of information involves processing information in order to bring it to a certain type and interpretation of information that allows individual to respond to the information obtained. Processing information has it in a certain order, gives it some completed forms, which fills the information with a certain meaning and value. Information processing creates images, forms that a person can recognize and which are understood by them in a certain way. At the same time, the process of information of the information signals to simplified synthesized images and categories occurs.

There are three general rules for processing information that allow it to reduce it to images:

establishing the relationship of the shape and background;
completion of images;
establishing similarity and approximation.

When establishing the ratio of the figure and the background in the total "picture" of the information stands out what is "figure", i.e., the meaning of the picture, in its way. Accordingly, what is not a figure turns into a background. Often the figure is unambiguous. However, there are situations where the background can be perceived as a figure, and the figure is considered by the background. In this case, the processed information can turn into a completely different image and find a completely different meaning.

Systematization of information by man is carried out in two ways. The first method is logical processing of information. This method is characterized by systematic and consistent based on logical transformation of information. This is the so-called scientific way to process information. But a person not only logically processes information, bringing it to a state that allows actions in response to the impacts from the environment. A person also processes information using feelings, preferences, emotions, beliefs. In this case, the information is processed according to the principles of "love - I do not like", "I like it - I don't like it," "Good - bad", "better - worse", "acceptable - unacceptable", etc.

Consider several typical types of information systematization.

Nominal systematization Represents the distribution of information on the type of document - contracts, accounts, acts, orders, etc.

Subject systematization - Distribution of information on the content of documents: for example, documents associated with the construction of an object number are sent to one folder., And to another - with the construction of an object number 2.

Chronological systematizationinformation Groups documents in accordance with certain temporary frameworks - for example, all accounting documentation for 2008 is kept in the "this" folder. A rather popular view of the systematization is the classification of documents for the author or team of authors. Mandatory to use in the archives is the expert systematization of information that distributes documents for their storage periods. After conducting the process of systematization of information, the nomenclature of cases is drawn up - the list of documents names, a kind of reference book. Then all documents are indexed.

Systematization of information is applied to both material (paper) documents and electronic. Drawing up the classification of paper documents, the subsequent creation of the nomenclature of cases and indexing - labor-intensive processes requiring special skills, the execution of which should be provided to professionals. In computer programs - "Electronic Archives" - the process of systematization of information occurs automatically, according to the specified parameters, but also requires maximum care and accuracy.

The systematization of documents is carried out in order to provide users with the opportunity to easily search for the necessary documents. In the documentation centers at this stage, two main actions are performed - cataloging and physical storage of documents. Cataloging, in turn, also consists of several steps:

bibliographic description
description of the content of the document
purpose of the location pointer document

Cataloging

The directory is an ordered set of references about individual storage units in the collection. In other words, the catalog is a list. But at the same time, more than just a list, each item in this list is a separate entry containing various parts of the information, such as the name, the name of the author and the description of the content. The directory can be represented as a list or set of small secondary documents (for example, accounting cards) located in a specific order. Card catalog - This is such a list in which each individual entry or link is written on a separate card.

A well-organized documentation center should store entries describing all materials in its collection. Under cataloging It is understood as the creation of a short record of the document, followed by the inclusion of writing to the list used in the search. Short entries contain the necessary information that helps users find basic documents.

Previously, the most common method of cataloging consisted in creating catalog cards. Information about each document was copied to several cards, one card - for each search base. Foundation of search - This is a header at the top of each card, which can be the name of the author, title or any term from the document topic used to describe. All cards with one reason for the search, for example, all the author containing the author are grouped together and then line up in alphabetical order. Thus, the user can look for a card by author, title or topic.

Another generally accepted method is the representation of the catalog in the form of a printed volume with sections in which the records are listed by the name, by the authors and by themes. This method has serious limitations, since the addition of each new material to the library entails a print of a new catalog.

A more efficient cataloging method, practiced at present, is the use of standard bibliographic formats using a computer, when only one record is created for each storage unit (for example, books, chapters in a book or article), and the corresponding computer programs provide the ability to search.

Each directory entry, in the form of a directory card, whether element in the list or record in a standard bibliographic format, must include several types of information. This is a bibliographic description, content information and pointer to the corresponding location of the document. Each of these types of information is discussed in the following sections.

Set of rules, for example (Anglo-American Cataloging Rules), gives basic instructions on how to enter information into the directory, including the rules for the location and use of punctuation, especially in the case of the catalog cards. Anglo-American Cataloguing Rules(Anglo-American Cataloging Rules) were adapted and simplified by Huridocs, and published entitled Huridocs Standard Formats for The Recording and Exchange Of Bibliographic Information Concerning Human Rights(Standard Huridocs formats for recording and exchanging bibliographic information in the field of human rights). (For more information, see Bibliography)

Getting Started with information, it is necessary to determine (put) the purpose of this work. The goal determines the search directions, sources of information and methods of obtaining it, the form of its presentation and distribution methods.

The purpose of the information work is always in the acquisition and (or) dissemination of information necessary for the implementation of concrete actions, changes in human behavior, decision-making.

What kind of actions or solutions are necessary information, OPRA divides which information materials will be needed, what information should be obtained by which method and from what sources. The definition in the early stages of the project of its basic parameters will save resources, will make efforts more efficient.

Collection of information

This process may include both the emergency and the creation of a new, additional information.

In order to navigate in information without additional time costs, it is useful to outline the general direction of the collection in accordance with the aim of work. The goal helps to determine the basic parameters of the desired information: "latitude" of the required information, the degree of detail and the depth of study.

There are many ways to obtain information, including:

work with literary material;
requests for information holders (state and public educational organizations);
attracting consultants or experts;
search for information in automated information systems;
search in computer network resources;
own observations.

Information search may be

address (according to formal features);
semantic (in meaning, content);
documentary; Factographic, etc.

Based on the view of the desired information, it should be determined by which methods and from which sources such information can be obtained. The sources of pedagogical information include a huge number of books, articles, specialized automated information systems, electronic databases, etc., data of educational organizations of various types, information of various categories of pedagogical workers.

Planning an information search, it is important to keep in mind the following principle: the type of source must be adequate to the nature of the required information. For some practical applications, the "status" of the source of information is essential.

Properties of the source of information:

Reliability - implies that the information contained in the source must correspond to reality, be true, correct.
Completeness means that the source of information should reflect all the essential sides of the problem, significant facts. At the same time, the requirements for the completeness of the source are determined by the purpose of its preparation, and the definition "significant" means "significant from the point of view of the target".
Links and justifications. Information is either taken from another source or created. Information can be created, on the one hand, as a result of own observations or measurements, on the other hand, by calculations or conclusions based on some source information. At the same time, new information is usually created using certain techniques. Information on the origin of the information provided is important for its correct understanding and evaluation, efficient work with the material. The presence of such information in the source of information allows you to estimate its accuracy and, to some extent, the degree of its completeness.
No ambiguity, uncertainty.
The modernity of the source of information - involves the efficiency and timeliness of the information received from this source.
Redundancy - if only one method is used, one source for obtaining information, information may be one-sided, incomplete or simply unreliable. Information should be collected and analyzed with some reserve, with the exceedment of the volume that is directly needed to describe the problem. Such an approach will provide the necessary freedom with further work with information, will allow you to be prepared for the coverage of unplanned private issues, adequately respond to suddenly arising proposals of opponents or partners. The measure of such exceeding is determined by a specific situation.
Reasonable sufficiency - the collection of information must be limited to "wide" - from the point of view of the circle of sources or methods, and "deep in" - from the point of view of the degree of detail, the depth of study in millet. The success of information work significantly depends on finding the right balance between the principles of redundancy and reasonable sufficiency.

Tools of automation of information retrieval processes

Automated information search is a multi-step process associated with finding certain computer network resources, the subscriber system required by the database (database) or the knowledge base (BZ), the desired information file, etc. containing the necessary information.

Information and search systems (IPS) are created to search for information in databases. They search for users. Often, this search occurs through indexes and keywords.

By the nature of the IPS issued information is divided into two types.

The documentary system on the user's task issues the necessary documents (books, articles, laws, reports, etc.). The task may indicate information about the desired documents: the author, name, time of publication, publishing house and other details.

The fact of the factographic IPS is more complex. Her task is to search in documents of the user of interest (facts). Search for information is carried out in a natural language. For these purposes, the indexing of documents is being implemented.

Processing and systematization

Approaches to information processing are specific for specific types and species. Used processing methods can make certain requirements for the previous stage - information collection. For example, the use of statistical methods may be the necessary number of source data. Processing can also identify errors made by collecting information.

Technical treatment

Some types of information require special processing procedures (the most characteristic example is the statistical processing of quantitative data). Data that occur as a result of processing are source for subsequent interpretation.

Scientific treatment

Information scientific processing includes:

analytics and synthetic processing of messages (see "Some approaches to the design of information and pedagogical modules");
structuring information;
coagulation (assessment of the social significance of information material with a simultaneous decrease in volume, while the loss of informativeness must be minimal);
an alternative, reference or recommendation annotion (a brief compressed statement of what this work is devoted, what is the main result achieved, the approaches and methods used, the application of the results);
refperization (short transmission of the content of the document with the inclusion of a factory and factual data document in a structure: Analytical description, text (what the material is dedicated, the main results in the synthetic form, the most interesting and significant data, conclusions, analytical characteristics of the author));
drawing up bibliographic, abstract, analytical reviews (macro-coagulation of a plurality of information objects).

Information systematization

Information systematization - Organization of information in the form, convenient for work, storage and subsequent appeal to it. This can be a computer database, a systematically organized selection of primary sources or simply a table containing the results of the study. As a result of this stage, the information should be organized in such a way as to appeal to it could be in some, perhaps quite a long time. Where possible, systematization should begin in parallel with the collection of information.

Effective systematization of information is particularly important in the event of creating open access information resources that will be used by a wide audience for a variety of purposes (see "New methods for processing pedagogical information").

Interpretation of information

Interpretation is the final stage of the informational research. The task of interpretation is to establish the meaning, the value of the collected - information of the facts, numbers, documents. Without this, information cannot serve as a basis for decision-making, practical actions. Any individual fact is only a fragment of the overall picture, and meaningful solutions, as a rule, can be taken on the basis of the picture as a whole. It is at the interpretation stage that the previously collected fragments should be together. To do this, it is necessary to correctly relate the collected information and, perhaps, to understand what other information is missing.

The content of interpretation may, in particular, comparison, classification, generalization (establishment of patterns based on the collected facts, identify causal relations between phenomena). This stage of information work is most difficult to formalize. It is here that creative work is required, attracting knowledge and experience accumulated during the previous work (see "New ways of processing pedagogical information").

In most cases, in the course of interpretation, it is necessary to compare heterogeneous information, for example, scientific, social information related to the problem under study, regulatory documents.

The interpretation process, being a central, nodal moment of information work, often causes returning to the stages of collecting and processing information to add missing information.

Performance and distribution of information

Representing information - Preparation based on specific materials for a specific audience and information dissemination.

One of the most important principles of submission and dissemination of information is that different categories of specialists one and the same information should be reported in different ways. In addition, different aspects of the same problem may be significant or interesting for different categories. Therefore, in most cases, the preparation of several information materials designed for various types of audience is justified. This is the content of the information submission phase.

Information distribution channels

It is necessary to determine what method to convey to the audience information, which distribution channels to use. The exact choice of these channels should allow the information to the addressee as efficiently as possible, with the lowest resources costs. The selection of information distribution channels, as well as the forms of its representation, is determined primarily, with what target groups need to work.

Characteristics that need to be taken into account when choosing various information distribution channels:

audience size;
qualitative composition of the audience (professional, social, according to the degree of interest in the problem, etc.);
delivery time of information;
resources required to disseminate information on this channel.

These characteristics are useful to take into account, identifying priority information distribution channels for the target audience. In turn, the information distribution channel itself makes additional requirements and to the content, and to the design of the material.

Telecommunications means are a worthy alternative to traditional means of disseminating information. In this process, telecommunications services and services, electronic teleconferences, information servers, etc. are actively involved in this process.

Feedback

Especially rich material for the assessment and acquisition of information funds is able to give a stage of distribution of information - it is at this stage that the materials are found with the audience for which they are intended. A well-organized process of distributing information is the process of bilateral communication with an audience, which allows you to find out how the audience perceives the materials whether they are convincing whether they have answers to the questions you are interested in. Perhaps after this stage will need to adjust the materials or return to the previous stages of information work.