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

Decimal Numbering
System

It is the combination of
Roman numbers, Arabic
numbers and letters.
I.______________
A.______________
1.____________
(a).__________
(i).____________

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 Abbreviations
Use the first letter of the word. eg :East-E .
Use first few letters.
eg: Edition-ed
Use first and last letters
eg: Yard-yd
Use initial letters of the compound word
eg :curriculum vitae CV
Use 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- TAKING
Taking 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 carefully
Listen for the main idea.

Dos
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.

Donts
X . Dont be hasty in taking notes.
X . Dont take every minor fact as it comes
along.
X . Dont try to write everything as verbatim.
X . Dont take notes intensely.
X . Dont use abbreviations which you may not
understand later.
X . Dont 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 authors key terms and phrases.
Identify the central ideas.
Summarize the authors key ideas in the same order in
which they are presented.
Summarize the authors 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 tasks
A. 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 teachers 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 ones 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