(Note: This is a reply to Mr. G.'s thread in USEP-IC forum - Assignment 9: Identify an information environment of your choice and write an essay to address the following questions: What should be your role within this environment? How can the principles of information organization and representation help you in performing this role? What are the challenges facing you in performing the role? How will you address these challenges?)
I did a shorter reaction about this topic before, and admittedly, the previous stand is dissimilar from what I am stating now. When ‘information environment’ first came to mind, I thought it would be like a spot where information is at its height. Or merely just a place where ‘information exchange’ happens – so I thought of more general environments like schools, government and the like. I am not saying these are incorrect, but the threads of previous posts (in other forum discussions) made me think the other way around. It made me think of other more specific spot where I should focus my discussion on – so I’m changing my stand. (^_^)
An information environment could be anywhere. As long as it is a place or set of networks and services that support publishing and use of information and learning resources. There are lots of ‘information environments’ we can find nowadays especially that development of innovations are moving fast brought by modern technology. People who are using and manipulating information also seemed to be in a hurry to communicate. And so to keep pace of the fast evolving changes we have in the world today, I chose to be in part of an atmosphere where I can have the opportunity to communicate and spread the information with the use of technology.
I know my field is related to information technology. And as a student I am aware that learning is a lifelong process. That is why information is abounding – never stops and never ends. As an IT student, I’ve had panoramas of several companies’ information systems. I have learned how information could be very crucial in a workplace and even at home. And I have also seen localities and circumstances where there is scarcity or outdated information. I know many of us are relying heavily on basic information exchange and getting just a bit of it at a time is not enough in this rapid competent world.
Having the idea how the fast-evolving technology affects our day-to-day process of communication and way of life, I choose to be someone who logs in to the internet and various network resources, surf what’s new and what’s the latest, research the millions of alternative ideas and means of many things, and bring the latest trend of information to everyone. So I choose to be a content writer or an online researcher of an organization’s IS department or learning resource center.
The information system is the heart of the company. It is where all the data are being processed and can be used for the successful implementations of the vital functions of the company business. The information system is an essential element in a company in the sense that it holds documents and raw files that needs to be handled and managed. And since technology (hardware and software) components could bring information to everyone in the most convenient way as it could be, an information system would never exist without the critical resources of the organization – the human resources. Certainly, the workforce is the engine of the IS. An IT personnel could either make or unmake a company. Much of the processes would rely on the operator side since the manipulation and the instructions are done on the part of the peopleware.
Another thing which triggered me of identifying my real function within an information environment is the recent calamity brought by typhoon Ondoy in the Philippines (http://www.typhoonondoy.org/). It was really pitiful to see many people, young and old, women and children, lost their homes and properties because of the long hours of downpour causing flood to rise on a very high level drowning almost all parts of the National Capital Region. One could see the worries and pains of every faces that even not in the area of tragedy, is being reflected brought by alarming news in all news broadcasts. I have only happened to be informed of the situation in school several moments after the event actually began – or I do not even know what and how it exactly started. As we all know the weather is unpredictable. If there were any forecasts of strong typhoon and heavy downpour I was not able to hear it during the last few days because of so many preoccupations in school projects. I only knew it was raining in Luzon, but the weather’s been fair and friendly here in Davao. But mind you, I thought it was just any other normal typhoon news airing in televisions and radio stations. But when I happened to see video coverage and saw the effects brought by the calamity I can only say that I missed so much of the news.
I wondered how it came to be that horrible – the effect of the strong typhoon. What I mean is that, it seemed to me that thousands of people weren’t able to prepare – in physical, emotional, financial aspects. Or was I not so sure that the water level really raised that high in just a couple of hours. Now I could think of how the unpredictability of the weather could barely affect the rate of information communication of warning to the people and areas that may be affected.
I also believed that timely information could do much to any circumstance. It is said that prevention is better than cure. In the typhoon Ondoy’s case, the Philippine Atmospheric, Geophysical and Astronomical Services Administration (PAG-ASA) has so much to play in that its role is to be the primary unit of government tasked to provide protection to life and property against natural hazards through various applications of meteorology, geophysics and space sciences (http://www.pagasa.dost.gov.ph/). They are the leading institute to observe weather forecasts and check to see if incoming tropical storms are coming to our country’s area of responsibility.
I could barely think of an efficient way to prevent further damage of weather changes except reliable and up to date information being brought out to every other division in the community especially to the probable areas that may be affected. I might not be able to give a good assessment about it but I believe that the PAG-ASA’s information system (hardware, software, peopleware) plays a very big part on this. During this time of disaster I realized the importance of timely and accurate information and the reliability of resources. Now I feel that I wanted to be a part of the weather bureau (like Philippine Atmospheric Geophysical and Astronomical Services Administration), which specializes in monitoring, analyzes, forecasting and warning of tropical weather systems such as typhoons, monsoons, Intertropical Convergence Zones (ITCZ). My field is not related to seismology or meteorology but I believe that with my learning in information technology could be a help in the information system inside the center.
There are several ways in which I could think of ways of how I should play my role in the weather bureau. Perhaps I could be of help to the research and documentation group having some skills in organizing files and keeping records. THAT is a part of my vision of being a part of the agency in the future. Right now, as a citizen of the country and a recipient also of the information being imparted by the agency, my role should be a responsible resident of my country abiding to the rules and regulations of the bureau and the government as well. And as a citizen I have to pay attention to the weather forecasts, analysis and warnings of the bureau because they are tasked to do that for the good of everyone including me. But if given the chance to be a part of the weather agency (as in, I will have the opportunity to work there), I may use my knowledge in IT to help in the consulting functions of the agency. I will be able to help in analyzing and suggesting some ideas in planning for the implementations of the information system and some improvements in IS components. Regarding as to my role as a researcher or information keeper, I may keep track of data and generate reports necessary for the essential information on weather forecasts, warnings, and analysis. Just for example, in typhoons, updates in tropical cyclones (e.g. location of center, strength, coordinates, movement, positions or outlooks) so to yield advisories that will be delivered to all people and areas to be affected through media communications.
So how can the principles of information organization and representation help me in performing my role?
I have read about some statements made by Dagobert Soergel in his Information Organization of Berkshire Encyclopedia of Human-Computer Interaction July 2004 (http://www.dsoergel.com/NewPublications/HCIEncyclopediaInfoOrg8For670.pdf) and found some principles applied in library and information sciences. Using his example of data on foods, he introduced the entity-relationship approach as the basis for all information organization; database organization; templates for the internal organization of documents; cataloging and metadata; and knowledge organization systems.
The entity-relationship (E-R) approach is familiar to me because we discuss it in our course subjects. Having the idea of it made it easier for me to evaluate its effect on information organization. Since information organization depends on object characteristics, entities are connected through relationships. An E-R could present a conceptual schema for data gathered in the weather bureau which is the basis for several approach to storing and presenting data and for organizing a database for access and processing. I have tried making some E-R diagrams and I could see it offered help in information organization.
Database organization is also a big help. In organizing data inside the weather center, the storage and retrieval of data (especially the digital ones) would be more convenient if database organization is present.
Templates for internal organization of documents, perhaps is one important application to the operations of the weather agency. As we all took notice of, the weather forecasts and warnings consists of satellite coverage, snapshots, etc and it would be difficult if those data do not follow a standard format or outline in information representation.
Weather forecasts and climate warnings should be kept in archives for future references. Thus there is a great need for cataloging and metadata for information organization. As we all know, histories of weather and climate changes are being recalled even if there were years of interval in between. These data are crucial for monitoring and analysis that may be useful in the future.
Knowledge organization systems (KOS) will aid the record keepers and database administrators in arranging data which requires classifications. As we all know, the PAG-ASA consists of several divisions or branches specializing on various activities covered by the bureau’s area of responsibility.
And just like any other things, challenges and consequences are to be faced especially in performing this role. So as the ways on how to address them.***
The first thing I think would be lack of up-to-date knowledge about new technologies and applications that will be used in performing the crucial tasks of the bureau. If we may have all the skills and the workforce, there would be less performance satisfaction if the appropriate hardware and software components are not in their better routines. This is very vital in the sense that the PAG-ASA has to use every bit of technology they could get since they are dealing with unpredictable subjects like climate, tropical storms, winds, etc. and we all know that these entities are random variables from which humans have no control of. That is the hardest part of it. We simply can not stop any weather and we have no power over these things. We could only do some prevention strategies to lessen or alleviate the further effects of natural hazards on lives and properties. But these forecasts rely much on the kind of technology we have today. Other countries have hi-tech gadgets that are developed to detect the slightest movement of an incoming typhoon for example and from the probability and statistics, monitor and analyze its capacity and damages.
A centralized communication is second on my list. Since I will be working as in the information system, it is therefore very essential for me that I send and receive information from my command center. It is important to have a centralized information center so to direct the communication and have an organized, one set of instructions for all sectors and co-divisions of the government. In times of natural calamities, the agencies involved are not just PAG-ASA but also groups concerning on highway clearings, social welfare, relief goods, communications, health, rescue units, and many more.
It is also essential that proper management inside the information system be implemented and carried out especially in critical times (e.g. actual times of calamities). Since the chain of command is crucial during these moments, it is therefore advisable for the human resources involved in the agency to have good if not better interactive relationships both with leader and subordinates. Information processing would not be possible if there is no good communication between the ones operating the databases.
Security and reliability of data is also a major concern. It should be bore in mind that all transactions and processes made inside the bureau are to be in its most consistent and safe status since these data that are processed into information will then be disseminated to another branches and divisions of the government and not only that, to other private sectors that need to be informed of the latest updates. Accurateness of data affects the efficiency of the information.
Financial concerns. Tsk. This aspect is something to keep in mind too. All of these challenges would not be addressed without exerting resources such as time, effort, and above all, money. I could say that in our status in the country, we may have those not so high tech gadgets that will be used in further weather forecasts and monitoring systems but we just have what we necessary devices and tools.
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