Information Systems: Meaning, Importance, and Ways of Safeguarding Information Systems (Term Paper Sample)

(University)

Managing Information and Technology


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(Lecturer’s Name and Course Number)

Table of contents
TOC \o "1-3" \h \z \u Definitions PAGEREF _Toc451371530 \h 2
Information system PAGEREF _Toc451371531 \h 2
Importance of information systems PAGEREF _Toc451371532 \h 3
Safeguarding information systems PAGEREF _Toc451371533 \h 3
Industry profile PAGEREF _Toc451371534 \h 4
Business organization PAGEREF _Toc451371535 \h 5
Conclusion PAGEREF _Toc451371536 \h 6
References PAGEREF _Toc451371537 \h 7
Definitions
An information system is a collective set of parts necessary for collection, storage, and processing data, provision of information and knowledge and digital products. It is a software that is important in organizing and analyzing data thereby making it possible to solve different problems in the operations of an organization (Oz 2008). An organization is a stable structure that uses various inputs such as capital, labor to produce output. There are variations in the manner in which organizations use information systems. These variations are based on business processes, organizational culture, and politics, structure and the environment which the organization operates.
Information system
Many organizations work with large amounts of facts organized in a database. The purpose of an information system is to turn raw data into useful and organized data that can be used in the decision-making process of an organization. There are several types of information systems, and their application in business operations depends on the needs of an organization (Bagad 2009). In as much as information systems vary based on the manner in which they are used in organizations, they contain the following components; Computer hardware such as printers, monitors and processors, the systems use in processing, organizing and analyzing data. Also, they contain databases, networks and the manner in which specific data is processed, organized and analyzed so as to achieve certain objectives.
There are general types of information systems and specialized ones, the difference being the specificity in the design and use within an organization. Database management system and electronic spreadsheet are examples of general types of information systems that combine data and software to organize and analyze data. Specialized information systems include enterprise resource planning which is specifically designed to incorporate the management of internal and external information in an organization (Olivé 2007). Other examples are expert systems, and geographic information system.
Importance of information systems
The different types of information systems are relied upon by companies and firms to manage their operations, to interact with different players and to compete in the industry. Electronic markets and inter-organizational supply chains are run using information systems. This involves management of human resource, facilitating online promotions and processing of financial accounts. An organization benefits from information system if the systems identify, and aligns crucial relations between processes, people, infrastructure, and culture. Also, the system needs to provide a framework for the evaluation of companies in the process, people, culture and infrastructure dimensions so as to maximize value for organizations and to gain competitive advantage (Xu & Quaddus 2013).
A good management information system is important in helping an organization to regulate the creation and growth of records. The amount of paper and nonpaper storage is regulated by the use of an effective records information system. This ensures that growth of records in all formats is stabilized. Storage of data in a data records center is much more cost effective than filing, using up space in offices and staffing to maintain the filing system in an organization. Therefore, this helps in reducing operating costs and provides an opportunity for staff to be engaged more productively.
A good program used for managing records is important in time saving and helps in the upgrade of organizational record keeping. This enhances retrieval and improves office efficiency and productivity. Besides, it enables an organization to accurately evaluate the use of information systems that provides a plan to maximize business returns. An organization that uses a good management program can assimilate new advancements in technology. This ensures that most organizations are in compliance with the different regulations in different business environments. Assimilation of new advancements makes it possible for an information system to be responsible for all regulatory compliance issues. This has to be ensured because failure to comply is usually burdensome in the form of fines and penalties. Implementation of information systems by organizations helps in minimizing risks that are associated with potential penalties and litigations. This is achieved through provisions by the information system for systemic and normal disposal in the course of business (McNurlin & Sprague 2004).
Safeguarding information systems
Information systems used in any reputable organization needs protection from error, abuse, and destruction. This helps in ensuring data integrity, necessary availability to the genuine users, and identification of data message. Besides, it is important in ensuring that only legitimate users have access to sensitive information (Krause 2006). Safeguarding a system against destruction or abuse within an organization conserves evidence on any action committed on the system. In this regard, in as much as most organizations employ different information systems it is important to also consider information security. Information security focuses majorly on development and implementation of security techniques that eliminates all possibilities of unauthorized access and disclosure of information. Crucial information about an organization can be protected against catastrophe or disaster through the use of comprehensive information system programs. This vital information helps an organization to preserve its integrity, confidentiality and corporate memory that also fosters professionalism in doing business (Vacca 2012).
In any industry, a firm with the relevant data usually leads the other players in the industry. This is through adequate and prompt decision making provided by a good system that ensures that team players have the necessary information when they need it. Assembling crucial information becomes fast, and plans for future business opportunities also become prompt. This gives the organization competitive advantage as compared to those using less effective systems or manual-based systems.
Industry profile
In the automobile industry, information systems have created opportunities for growth. Also, it has provided solutions to the different challenges that were faced by the players in this industry. Companies have embraced the use of information systems to improve value for their products, to improve operations and to enable new business models. Other than the ability of cars to transport people from one point to another, customers looking for cars also look out for on board systems inside vehicles that provide additional functionality that facilitate the introduction of new business models (Domansky 2006).
Rapid increase in growth usually leads to increased competition, and this brings the need for all players in the rapidly growing automobile industry to devise ways to be relevant. Automobile industry players hold inventory so as to produce vehicles without interruption. However, this has undesirable side effects that result in increased risks and high inventory coats. Just in time inventory handling is an aspect of information systems that requires supply delivery only when necessary. It is an automated system that electronically controls the flow of raw materials without any interruptions (Shimokawa 2010).
All companies in the automobile industry incorporate information systems in the innovation of products and improvement in design and manufacturing. Traditionally, designing new automobiles is complicated and tiresome based on the alterations and corrections involved. In this regard, tools of computer-aided design, an aspect of information systems, make the process easy thereby increasing productivity. Most players in the automobile industry have transformed the tools of computer aided design making it capable of creating collaboration between departments (Jerenz 2008). This creates inclusive among personnel in engineering, design and manufacturing processes. Information systems have increased the scope of corporations through its computer-aided design thereby making it possible to tap talent that provides the input for new products. Also, information systems have led to an idea known as follow the sun philosophy. This idea refers to the possibility of personnel to work 24 hours a day by passing work on to new locations. It reduces the overall time taken to design a new car.
Business organization
Toyota is a company in the automobile industry that specializes in the manufacture of a diverse range of cars across the globe. Toyota is an innovative leader in the industry with a favorable management philosophy and a number one operator in a mass market hybrid. The global automobile industry is challenging and Toyota as a player in the industry needs to take into considerations several factors affecting the automotive environment before considering development and implementation of successful strategies. The way in which personnel at Toyota work together through coordination and use of information systems is favorable and is geared towards the achievement of its objectives (May 2008).
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