o ValidInformation must befactual and accurate for it to be valid, so companies know what to do incertain situations. If information were to be invalid, the company may makemistakes when it comes to selling items. For example, if the company was likeAmazon and only sold their products online, having valid information for theavailability of items in their stock would be very important. Incorrectinformation for the availability of the item that the system says they have instock but really don’t, will possibly cause complications between the companyand the customer, and will cause theitem to be shipped at a later than originally stated to the customer. o ReliableThere is adifference between information and reliable information. For example, if youwere working at a private investigation firm looking to research a police case,information you get off the internet from sites such as Wikipedia – whichanyone can edit, is obviously not going to be a hundred percent accurate, as itcould be any talking about a topic that they don’t know about.
Or you can get reliableinformation of things such as police documents or court manuscripts directlyfrom the police instead of possibly biased people talking and postingunreliable information on the internet. o TimelyWhen information isneeded, it is needed as fast as possible to save time as decision based on thecompany’s future could depend on it. Timely information could also apply tothings such as the companies’ stocks, where every update counts for the company’sfuture. o Fit for PurposeInformationreceived must be relevant to the people it is being delivered to. You don’twant the financial department receiving information that was meant for the ITdepartment, as that information would be irrelevant to them. It is important toonly send information that is necessary to what you are being asked for,nothing more that they don’t want which makes it harder for them to go through. o AccessibleThe information yousend must be easy to read and understandable for the employee to make use off.Relating to the ‘fit for purpose’ paragraph, information must be what isnecessary and nothing more for them, so they don’t have to read as much as theywould with the reliable information on it.
Information also must be accessibleto all departments as they all need their own separate information on thingssuch as finances for them to do their job. o Cost EffectiveInformation doesnot come free, whether it is time spent researching or the cost of informationfrom a researching company or a source. Companies can save money and/or time byemploying people for the sole reason of gathering or gaining informationthrough their sources to use for their own reasons. o RelevanceThe informationgiven to a certain department has to be relevant to them for use, and mustinclude all necessary data, nothing more. If the IT department receivedinformation that is meant for finance department, they would have wasted timeanalysing it to find out it is worthless information.
Even if you do send theinformation to the right department, you have to make sure that the informationincluded is necessary to them and not some useless information that isn’tneeded for their task. o Has the right levelof detail?Detail is importantin companies, when doing something such as making a deal or deciding to buy aproperty or finding out how many pens the company has bought by the company,the devil is in the details. If the company was buying pens for £1.53 poundsfor twenty, but the information said £1.50 pound for twenty, this could causethe finance department to get in trouble with management, as they were goingover budget on pens. If this was a bigger number and the figure, was a lot morethe £1.50, someone in the finance department could lose their job.
o Is from a sourcethat the user has confidence inIf your informationis from a reliable source, you can guarantee it is good information.Information from places like Wikipedia are unreliable, as anyone is allowed toedit their pages, meaning someone may have changed the facts on the Wikipediaas a joke or some other reason. Getting information from trusted sources ensuresthat there are no errors that lead to you down the line.
o Understandable bythe userWhen theinformation is being read by a department, it must be easy to read so thedepartment can quickly get on to any task they were doing. If the informationon the report is all unorganized or in another language, it can causecomplications and lead to miscommunication and failure of their task. It isimportant that the information is readable by whoever needs it before it issent to them for use.