Information Management and Ethics in the IT Workplace

Overview of Information Management Processes

• LO1: Explain the processes associated with information management, including data storage and retrieval, and apply to the IT workplace using ethical principles.

• LO3: Apply data and information security concepts, tools and techniques.

Read the following case study, then respond to the questions that follow.

You work as a technology consultant and provide advice to small businesses. One day, Louise and Mike approach you. The couple manage a local gym where their members access gym equipment and sign up for weekly training sessions with a personal trainer. New members are offered one free consultation followed by a workout session with one of three personal trainers employed at the gym.

People interested in joining the gym usually first enquire over the phone, or inperson at reception. A staff member will then provide a tour of the gym’s facilities, answer any questions, and arrange a future session where new members meet their new personal trainer. The staff member may ask the new member what their goals are and what type of training they would like to receive (i.e. cardio, strength). This helps them to then know which personal trainer would be most suitable for them. Staff members are expected to be familiar with all personal trainers, such as their qualifications and specialisation.

At this stage important information is collected and a contract is signed by the client.

• Client’s name and date of birth

• A copy of the clients ID (passport or drivers licence)

• Contact details including phone, email and address

• Emergency contact details,

• Details of any medication the client is currently taking, if any.

• Details of any disabilities or injuries that the personal trainer should know about which has occurred in the past 12 months.

The client will then be provided a free personal training session where further information is then collected. During this session, further information is collected, which includes details of the clients:

• Weight,

• Height,

• BMI (body mass index),

• Blood pressure

• Fitness goals.

• Any other relevant information that will help the personal trainer know in advance of preparing a training program (i.e. problems with joints, past injuries).

Currently, all information is collected on paper. The client will usually write this information on a form. This form is then scanned, and a copy is kept in the office filing cabinet.

Louise and Mike are looking to develop a new process for managing member information. They have stressed the need for a new system that is easy to use and convenient.

The couple are also in the process of creating a new website to attract more people to the gym and to increase awareness of all the services the gym provides. They see an opportunity to have new clients sign up for their services through an online web form. The information they share in a web form can then be accessed by staff members, and further help with the process of assigning the right personal trainer to the new member, and help the personal trainers better prepare their first session with the new member.

There are several phases in the information management process. In Louise’s case, the right type of information needs to be obtained, then conveniently stored, maintained and retrieved to meet her needs.

i. Outline each stage of the information life cycle and provide examples of how gym members information could be most effectively captured, organised, processed, maintained and destroyed.

ii. Explain how a new online system for managing information would benefit the company, with reference to the DIKAR/RAKID Model

Ethical issues may arise wherever there is data – particularly sensitive and personal data.

i. Provide three examples where ethical issues may arise with the manner in which information is (i) collected (ii) stored and (iii) shared with others. Each example should outline the details of a possible scenario, and explain how this is a problem, and how it could be avoided. You may like to present your answers in a table format

Create an XML data scheme using custom tags. Illustrate it with a sample data base that contains two of the garage customers’ details

i. Social engineering is a big threat. Give four (4) examples of how an attack could be carried out. For each, describe the counter measures that could be applied.