Information System (Meaning and Explanation)

We explain what information systems are, their characteristics and how they are classified. Also, its elements, how to develop one and some examples.

What is an information system?

An information system is an ordered set of people, processes and tools whose purpose is to manage data and information so that they can be recovered and processed easily and quickly.

Every information system is made up of a series of interconnected and interacting resources well organized and arranged in the most convenient way in relation to a specific information purpose, which may be to collect personal information, process statistics, organize files, among others.

Information systems may present differences, but generally collect and classify data, which is processed by people and/or with computer resources, so that they are easy to understand and retrieve. Thus, this information is stored to be consulted easily or to be disclosed when necessary.

These systems are used in business and government organizations, but also in other sites or structures, such as libraries, universities, museums, social networks or applications.

An information system is not the same as a computer system Although technological or computer tools play a fundamental role, the information system also depends on its organization, the people involved and the activities.

Characteristics of an information system

An information system has the following characteristics:

Has a specific organization. It is organized in such a way that it works correctly so that the information is well classified and simple to understand.
It is made up of computer and non-computer elements. It includes computers, programs, applications and other technological elements, but it is also made up of people and procedures that guarantee its operation.
It must be safe. It must have technological tools that protect the information, so that only certain people can consult it and so that data is not lost.
It must be able to be updated. It has to be versatile enough to be able to collect new data and transform it into useful information. In addition, it must be able to adapt to new technologies.
It is used for different purposes. It is used to store information that is used to make decisions, collect customer data, direct the activities of an organization, implement changes, carry out planning, among other purposes.

Types of information systems

From a business or organizational point of view, information systems can be classified into:

Transaction processing systems (TPS, for its acronym in English). Also known as operational management systems, they collect information related to the daily transactions of an organization. The type of data they order are schedules, information about the areas and their members, logistics, among others.
Executive information systems (EIS). They organize and provide relevant information for directors or managers of an area and that serves to meet objectives, make decisions and communicate better. They include data related to the internal functioning of a company and external variables, such as society, the economy and politics.
Management information systems (MIS, for its acronym in English). Also called management information systems (AIS), they include data that is relevant to intermediate hierarchy employees and that is used to plan, manage processes and make decisions. They include information related to the budget, inventory, investments, prices, among others.
Decision support systems (DSS). They are oriented to the processing of information that is important for middle management and that serves to solve problems. They include data related to analysis of costs, different options, benefits, opportunities, among others.
Business process information systems (BPM, for its acronym in English). They organize information that is relevant to directors and other employees of the company and that serves to control and improve production, innovation, trade in a product or service, and business processes. They include detailed analyzes of production and commercial processes, competition and the market, management and communication of the company, among others.
Enterprise resource planning systems (ERP, for its acronym in English). They include information that is important for those who organize productive work and that serves to determine how different resources are used in order to meet an objective or implement a project. They include data related to the logistics of the organization, the management of the work of others, finances, the needs of the company, among others.
Office automation systems (SAO). They organize information that is important to lower-level employees, such as secretaries and assistants. They include data related to calendars, meetings, agendas, emails, among others.
Knowledge work systems (STC). They organize the information used by people whose task is to produce, incorporate or disseminate knowledge in an organization. They include data related to analysis, reports and graphs on different topics.

Elements of an information system

Generally, all information systems are considered to contain a series of components or elements:

Teams. These are all physical or virtual technological elements, such as hardwarehe softwarethe network and telecommunications.
People. They are all individuals who play a role in the system.
Data. These are all elements related to qualitative or quantitative information.

Activities of an information system

Activities are the steps necessary for an information system to be well organized. These are:

Collection. It consists of gathering relevant data for the organization. For example, when it is indicated what tasks each employee of a company performs.
Storage. It consists of saving the collected data, so that it is well organized and categorized. For example, the tasks of each employee in a company can be classified according to the department to which they belong or the stage of the production process.
Prosecution. It consists of analyzing data to generate useful, meaningful and easy-to-understand information. For example, graphs and reports can be made on the tasks of each employee.
Distribution. It consists of sending the information to the people, areas, companies or organizations that are relevant. For example, graphs and reports can be sent to the directors of each area.
Feedback. It consists of carrying out an evaluation of the previous activities. For example, the directors of each area indicate if there is missing information or that needs to be corrected.

How is an information system developed?

To develop an information system, a series of steps can be followed:

Define the objective. It is determined what you want to achieve with the information system, that is, what you want to apply it for and what information you want to process.
Analyze the ideal system. It is studied what the system should be like to achieve the objective. It must be indicated what its characteristics must be and what impact it will have on the organization.
Project and design the system. The elements that the system must include are determined and how it should work is established. For example, you can decide what types of computers and programs will be used and how they will be connected.
Install the system. Physical and digital elements are acquired. In addition, specialized people must make all changes and installations for the system to work correctly.
Test system operation. It is confirmed that the equipment and programs work correctly and that people can use them without problems. In addition, it is verified that data can be collected and, subsequently, transformed into valid information.
Implement the system. The system is implemented in the organization. To do this, it is necessary to carry out training so that everyone can use it correctly.
Perform maintenance tasks on the system. Maintenance tasks are carried out with the aim of correcting errors and implementing all necessary changes.

Examples of information systems

Below are some examples of information systems:

The systems quality control. They are systems in which feedback is requested from the client and the results are evaluated statistically to prepare reports interpretable by the management of a company.
Library databases. They are systems in which the bulk of the library's documents are contained, such as books, magazines and theses, in order to locate and retrieve each one as quickly and accurately as possible.
spreadsheets. They are systems in which raw information is entered and organized in a quantifiable way to obtain financial guidance guidelines.

References

Hernández Trasobares, A. (2003). Information systems: evolution and development. Social project. Industrial Relations Magazine(10), 149-165.
Pastor Collado, JA and Boix, J. (1992). Executive information systems (EIS). Novatica. Magazine of the Association of Computer Technicians, 18(100), 51-66.
Zwass, V. (2024). Information System. Encyclopedia Britannica. https://www.britannica.com/