STORING INFORMATION

At the dawn of 21st century, there was an explosion of knowledge.

So it was so difficult to go through in detail all those documents.

It leads to the process of storing information such as Note-Making, and Information Transfer.

NOTE-MAKING

• Note-Making is a process of jotting down useful information, important points, ideas, concepts, facts and arguments from the original material for the specific purpose.

• Preparing notes is a device which is useful for: Writing assignment Reports Preparing for examination Research papers

• While preparing notes you must:

I. Have a definite purpose.

II. Be aware of the limits of the purpose.

III. Keep the overall subject in the mind as you select facts.

Notes help us to: Remember important details Consult the original material whenever required Refresh your memory about what you read sometime back in

the past Write a report and an article Participate in a discussion Give a talk or lecture Prepare for an examination Update information.

Materials can be organized in two ways

– Roman Numeral Letter System

– It is the combination of Roman numbers, Arabic numbers and letters.

– I.______________ A.______________ 1.____________ (a).__________ (i).____________

– Decimal Numbering System

– It uses Arabic numerals and Decimals.

– 1.____________ 1.1.___________ 1.2.___________ 1.2.1._________

– 2.______________ 2.1.__________

Notes can be prepared by using short forms. They are:

Use of AbbreviationsUse the first letter of the word. eg :East-E .Use first few letters. eg: Edition-ed Use first and last letters eg: Yard-ydUse initial letters of the compound word

eg :curriculum vitae –CVUse symbols and signs.

How can make good notes?Give a skim reading to get the purpose of written

material.Read the given material to get an overall idea. Identify the purpose, scope and theme. Ignore the irrelevant details. Interpret graphic aids can be used in the text. Identify the main divisions and give suitable headings.Try to identify what you want from the passage.Do not use confusing words or expressions.Do not add any information that is not there in the

document.

NOTE- TAKINGTaking notes requires the ability to follow and

analyze a talk to note down the main points.

It also requires:Develop the critical attitude of evaluating the

material.Identify the coherence of thought process. Identify the purpose Listen carefullyListen for the main idea.

Do’s Be prepared by giving some thought to the topic. Listen carefully for the key introductory phrases like ‘I am

going to deal with…..’ Analyze unity and coherence of the thought process. Space your notes reasonably. Number your identified aspects of the material especially in

sequence. Identify the central idea.

Don’tsX . Don’t be hasty in taking notes.

X . Don’t take every minor fact as it comes along.

X . Don’t try to write everything as verbatim.

X . Don’t take notes intensely.

X . Don’t use abbreviations which you may not understand later.

X . Don’t introduce any new information.

SUMMARISING It is a process of condensing information without

changing the original meaning and focus of the passage. It encourages active reading and helps you to

understand the material and remember it. A synopsis is an orderly arrangement of main points

that can be apprehended at a glance. A good summary contains :

Introduction

Discussion

Conclusion.

GUIDELINES FOR WRITING SUMMARY

Pick up author’s key terms and phrases.Identify the central ideas.Summarize the author’s key ideas in the same order in

which they are presented.Summarize the author’s major points and conclusions.State the significance of these points.Preserve the flavour of the original.Reduce the material from 5-10 % of the original.Use simple or complex sentences rather than

compound sentences.

Conti…………Use compound sentences if there are two or more

equally dominating ideas in the paragraph.Separate the relevant points from the irrelevant.Arrange the ideas systematically and logically.Present the material clearly and precisely.Must be an unbiased presentation of what the author

states.Do not include your opinions.Omit irrelevant details , examples, and descriptions.Avoid long words and sentences, definitions, figures,

tables and biographical information.

INFORMATION TRANSFER

• It means knowledge transfer or teaching.• One of the reading skills.• It shows pupils’ comprehension of the given

material and ability to present it in another form.

• Argote and Ingram (2000)define it as “The process through which one unit is affected by the experience of another”.

Challenges

• Geography or distance• Limitations of information and communication

technologies• Language• Generational difference• The use of visual representations to transfer knowledge• Problems with sharing beliefs, assumptions and

cultural norms• Previous experience with something

Conti………..• Misconceptions• Fault information• Motivational issues• Lack of trust• Capability

PROCESS

• Identify the knowledge holders within the organization

• Motivate them to share• Designing a sharing mechanism to facilitate the

transfer• Executing the transfer plan• Measuring to ensure the transfer• Applying the knowledge transferred• Monitoring and evaluate

Types of tasksA. Information gap activity• It is an activity of filling the gap by

providing suitable information.• It involves a transfer of given information,

from one person to another

from one form to another

from one place to another.

eg: a pair work in which each member of the pair has a part of the total information.

B. Reasoning gap activity It involves deriving some new information from the

given information. It occurs through a process of inference, deduction or

practical reasoning. It involves comprehending and conveying

information. It is the most satisfying activity in a language

classroom.

Eg: prepare a teacher’s time table on the basis of a given time table. Decide which course of action is better for a given purpose , within given constraints.

C. Opinion-gap activity It involves identifying and articulating a personal

preferense, feeling or attitude in response to a given situation.

It also involves using factual information and formulating arguments to justify one’s opinion.

It is open ended and there is no oobjective criterion of rightness.

eg: story completion.

participating in a discussion of a social

issue.

IV. INFORMATION TRANSFER CYCLE

• Transfer of information from its generation to its end user becomes possible through many processes.

• These processes are also regularly repeated in the same order. • These processes complete a cycle, which is called Information

Transfer Cycle (ITC).• The ITC comprises generation, collection, storage,

communication and retrieval.

a) Information Creation / Generation: Information is created with the happening of incidents and activities of humans .

• Information is produced by the general people irrespective of their background and is not restricted only to academics such as scholars, scientists, etc

b) Information Production and Dissemination: It is the mass production of knowledge through publishing companies or others that will help the mass distribution of knowledge in some physical or electronic form.

• Many conventional and non conventional, printed and non printed sources of information are nowadays available which are different in shape, size, type and format.

c) Information Storage, Organization, Retrieval and Communication: The storage is the process by which the information described and presented in the documents are stored

i) Organization is how that representation of knowledge is found among others of its kind.

ii) Retrieval is a process of getting information from the collection of a library, for providing answer to the queries of the users, etc .

iii) Communication is the process of transmission of information from one place to another, from the creator of information to its users.

d) Information Diffusion and Utilization: Diffusion is viewed as a more targeted flow of information to a particular segment of society.

Utilization is the adoption and implementation of the knowledge by the user.

e) Information Preservation and Destruction: The different kinds of libraries, archives are trying to preserve information in different format.

• Over web, the Internet archive and the cached page of search engines are serving some purpose in this regard.

• The meaning of information cycle relates to that unit of knowledge from where the information is generated and then transmitted to the users with the state of various processes. The whole process of information from its creation to its use is called the information cycle