Information Body of Knowledge

Related Terms: Content, Data, Document, Information, Knowledge, Records

Related Terms

One of the biggest issues in the Information Profession is the misunderstanding and misuse of our terms: content, data, documents, information, knowledge, and Records. Each term has a separate and distinct definition and they are not interchangeable. All of the terms have a top level category of "information". For example, all content is information but not all information is content. Confused yet? That’s why these issues exist.

Without a proper understanding of these terms, we cannot have a shared vocabulary across the Information Profession - this is the most important barrier that we remove in this effort. We believe that the easiest way to understand the differences between these terms is visually.

Everything, whether unstructured or structured (or even semi-structured), is information. Content is unstructured information while data is structured (this is easiest to understand through the structure of a database). Data tends to be relational while content tends not to be.

Documents are a type of content, semi-structured, through the use of a container (either paper or Word or PDF most commonly). Knowledge is a repurposable type of information that tends to include Content more often than Data - the goal of Knowledge is for it to be shared between individuals within an organization (think of best practices resources). Records, like Knowledge, can also be Content or Data, and serve as evidence of a transaction or information that rises to the importance of being preserved.

Through this visual understanding, we know several things:

  • Content is unstructured
  • Documents are semi-structured
  • Data is structured
  • Knowledge can be found in any form
  • Records can be found in any form
  • All Documents are Content
  • Not all Content are Documents
  • All Documents are Information
  • Not all Information is Documents
  • All Content is Information
  • Not all Information is Content
  • Content is not Data
  • Data is not Content
  • Everything is Information

Governance, Strategy, & Management

We use terms like “Governance”, “Strategy”, and “Management” after the words Content, Data, Document, Information, Knowledge, and Record, but we frequently use these terms improperly. For instance, Records Managers tend not to utilize a term such as “Records Governance” or “Records Strategy”, but likely should to describe the high-level planning, policy, and coordination that Records Managers do.

Governance and Strategy, are for the Information Profession, interchangeable terms. For example, Information Governance and Information Strategy refer to the same work, whereas Information Management is different.

The terms “Governance” or “Strategy” should be used to describe high-level planning, policy, and coordination, whereas the term “Management” should be used to describe the tactical execution of said planning, policy, and coordination. The two sides must coexist.

The Information Governance Conference 2018