Information Processing and Security in Business
Information Processing
Introduction
Companies continuously collect data from various sources like suppliers, clients, and partners. However, this data holds little value unless it’s properly classified and updated. Information processing involves a series of operations performed on this data, encompassing the following stages:
- Information Search
- Classification
- Selection
- Interpretation & Presentation
- Storage
Information Search
When gathering information, companies can opt for internal information (obtained directly) or external information (obtained from third parties). This information can be primary (first-hand, direct contact) or secondary (collected from other sources).
Information Sources
- Internal: Internal databases, records, company documentation.
- External: Websites, magazines, data from suppliers and competitors.
- Primary: Interviews, company staff, sales records.
- Secondary: External databases, books, magazines.
Finding Information on the Internet
We access information online through browsers (software programs like Firefox, Chrome, Safari) and search engines (websites like Google, Yahoo, Bing). Browsers allow us to navigate the internet, while search engines help us find specific information.
Tips for Specific Information
- Specific Keywords: Use quotation marks around words to find exact phrases.
- Advanced Search: Utilize search engine options like site, *, link, related, cache, etc.
- Boolean Operators: Employ operators like AND, OR, NOT to refine searches.
- Proximity Operators: Use NEAR and ADJ to find words close to each other.
- Sign Operators: Use + and – to include or exclude specific terms.
Information Classification and Management
Classification of Information
Companies utilize Information Systems (IS) to classify, interpret, and sort information. An effective IS should be accurate, timely, concise, relevant, accessible, and secure.
Types of Systems
- According to Hierarchy Levels: Transaction processing systems for daily business operations.
- Exact Systems: Divided into distinct sections, using alphabetical, geographical (geomarketing), or chronological classification.
- Ambiguous Systems: Less specific, often categorized thematically (e.g., supplier information) or by user groups.
Information Selection
Information selection involves assessing, discriminating, and filtering information based on organizational objectives and needs. Selection criteria include:
- Costs and Profitability
- Information Use and Interest
- Reliability
- Available Time
- Nature of the Information
- Objectivity
Interpretation and Presentation of Information
Selected information is analyzed and presented to facilitate informed business decisions. Presentation methods include:
- Reports
- Summaries
- Schemes or Diagrams
- Reviews (including personal judgment)
- Tables
- Graphs (bar graphs, sector graphs, line charts)
Information Security
Importance of Information Security
Information security encompasses measures taken to maintain the confidentiality, integrity, and availability of information. Companies handle sensitive data (staff, customer, supplier information), and its loss can damage credibility and lead to legal issues. The Spanish Agency for Data Protection plays a crucial role in this domain.
Key Qualities of Secure Information
- Confidentiality: Only authorized personnel should access the information.
- Integrity: Information should remain free from unauthorized changes or omissions.
- Availability: Authorized users should be able to access the information when needed.
Mechanisms for Information Security
Communication Security
- Digital/Electronic Signature: Protocols to verify the authenticity of digital messages or documents, used for contracts and invoices.
- Trusted Timestamping (Electronic Seal): Proves the existence of electronic data, used for invoices, contracts, visas, and authorship protection.
Storage Security
These measures protect data during storage. Physical measures are employed for paper files, while computer-stored files utilize:
- Firewall: Prevents unauthorized network access.
- Antivirus: Detects and prevents virus activation.
- User Account Administration: Manages access privileges.
- Data Recovery/Backups: Creates duplicates of important information.