---
title: "Short note: Organizing information systems"
subject: "Organization and Management"
chapter: 9
key: "semester_7/organization_and_management:note-organizing-information-systems"
source: https://www.bctengineer.com/q/semester_7/organization_and_management/note-organizing-information-systems
site: BCT Engineering
---

# Short note: Organizing information systems

Organization and Management · Chapter 9: Management Information System

- Asked in: 2071 Shrawan, 4 marks
- Answer checked by Claude Opus 5.5 (high effort) on 2026-10-14
- Page: https://www.bctengineer.com/q/semester_7/organization_and_management/note-organizing-information-systems
- Whole chapter: https://www.bctengineer.com/md/semester_7/organization_and_management/chapter-9

## Question

Write a short note on organizing information systems.

## Short answer

Organizing information systems arranges people, hardware, software, data, and procedures to deliver needed information effectively. Approaches are centralized, decentralized, and distributed, with key elements like a CIO, system units, and a steering committee. Steps include identifying needs, designing structure, acquiring resources, training users, and monitoring.

## Answer

#### Organizing information systems
Organizing an information system means arranging people, hardware, software, data, procedures and responsibilities in a structure so that the system provides the needed information to managers effectively. It decides who builds, runs and controls the system and how it is placed in the organization.

**Main approaches**
1. **Centralized:** All computing and data are controlled by one central department. Advantages: uniform standards, lower duplication, strong security. Disadvantages: less flexible, delays for remote units.
2. **Decentralized:** Each department or branch has its own system. Advantages: fast response, local control. Disadvantages: duplication, inconsistent data.
3. **Distributed:** Computers at different locations are linked in a network and share data and processing. Used by banks with branches all over Nepal.

**Key elements**
- A head such as Chief Information Officer (CIO) / IT manager.
- Units for system development, operation, data management, network and security, and user support.
- Steering committee of users and IT staff to set priorities.
- Policy for data standards, backup and security.

**Steps**
1. Identify information needs of managers.
2. Design the structure and assign responsibility.
3. Acquire or develop hardware and software.
4. Train users and run the system.
5. Monitor, evaluate and improve.

A well-organized information system gives timely, accurate information, avoids duplication and supports decision making.

## Check yourself

The answer's key points as multiple-choice questions, with the correct option and why.

1. Organizing an information system means:
   A. Arranging people, hardware, software, data, procedures and responsibilities so the system provides needed information
   B. Buying hardware only
   C. Writing reports
   D. Deleting data
   Answer: A. It decides who builds, runs and controls the system. (Key point: Meaning)

2. A disadvantage of the centralized approach is:
   A. Duplication of data
   B. Less flexibility and delays for remote units
   C. Weak security
   D. Inconsistent standards
   Answer: B. Advantages are uniform standards, less duplication and strong security. (Key point: Centralized)

3. Which approach links computers at different locations in a network to share data and processing, like banks with many branches?
   A. Centralized
   B. Decentralized
   C. Distributed
   D. Manual
   Answer: C. Distributed systems share data and processing over a network. (Key point: Distributed)

4. What is the first step in organizing an information system?
   A. Train users
   B. Identify information needs of managers
   C. Monitor performance
   D. Acquire hardware
   Answer: B. Needs are identified first, then structure, acquisition, training and monitoring. (Key point: Steps)

## Related in Organization and Management

- [Types of information systems; decision support](https://www.bctengineer.com/question.md?key=semester_7%2Forganization_and_management%3Amis-types-decision-making) — Organization and Management, chapter 9

## Related in other subjects

- [Strategic information system and benefits](https://www.bctengineer.com/question.md?key=semester_8%2Finformation_system%3Astrategic-is-benefits) — Information System, chapter 1, asked 2×
- [MIS vs DSS information and processing](https://www.bctengineer.com/question.md?key=semester_8%2Finformation_system%3Amis-vs-dss-information-processing) — Information System, chapter 4
- [Information and average information (entropy)](https://www.bctengineer.com/question.md?key=semester_6%2Fcommunication_systems%3Ainformation-average-entropy) — Communication Systems, chapter 6
- [Message vs information; entropy](https://www.bctengineer.com/question.md?key=semester_6%2Fcommunication_systems%3Amessage-vs-information-entropy) — Communication Systems, chapter 6