An individual must have some idea of the "working life to which an issue relates" in order to hold awareness of an issues (DTI, 10). Knowledge on the other hand requires "Theoretical or practical understanding of a subject" (DTI, 10). Knowledge suggests that an employee must demonstrate a clear understanding of the detailed provisions of a certain subject or situation (DTI, 11).
Using this interpretation it seems not enough that organizations evaluate employee awareness of issues, but rather than organizations must also test employee knowledge of business information systems. This is because by nature knowledge carries more weight and seems a stronger force than simple awareness. Employees may for example demonstrate that they are aware of a business information system but not have any knowledge of how it works or how it relates to the organizational system as a whole.
When measuring awareness and knowledge it is also vital for organizations to sue assessments other than a respondent's own assessment of their knowledge or awareness as such individual assessments may be tainted or not verifiable (DTI, 12). Rather, an organization should develop a systematic method of assessing awareness or knowledge to truly understand the level that employees understand a subject (business information systems) and can use it effectively (DTI, 12).
Business Information Systems and Employee Awareness
Relatively few studies have actually examined the relationship information systems and employee awareness of them have on organizational structure (Earl, 1998). There is however a growing interest by researchers and organizations alike to examine the relationship that exists between information technology systems and organizational structure (Earl, 1998).
Organizational structure however is "one of the key variables affecting how firm's strategies are implemented" thus analysis of organizational structure may be a critical determinant of organizational performance (Earl, 1998). An ability of a firm to compete depends on its ability to learn (Earl, 1998) which is in part a reflection of how aware employees are of organizational structure and how well they understand information technology and systems within the organization.
Types of Training Necessary
Studies suggest that the best way to overcome problems associated with business information failures is to train employees in best practices. Employees must not only understand the function of information systems and their relevance to the organization, but also must understand the risks associated with improper use or negligence. The best types of programs involve proactive intrusion prevention programs and systems, which include central security measures and employee awareness of security measures (such as antivirus software and firewalls) (Coe, 2005). Yet another study shows that "75% of organizations find that lack of user awareness damages security program's effectiveness' (Coe, 2). Employees and other end users are in fact an important link in the computer information system security process, yet many are unaware of this.
One way to mitigate concerns may be through creation of task forces which can include IT members, HR, marketing, internal communications and employees (Coe, 2005). These task forces can work on continuous improvement and ensure that employees are continually trained and informed of changes in information technology processes. Because the field of information management is so dynamic, changes, often within short intervals, are often inevitable. The more continuous improvement that exists, the more likely an organization is to successfully adopt efficient and productive business practices.
Key Features of Awareness Program
It is important that an awareness program is based on time tested procedures or processes. Organizations must decide what techniques and methods will work best for their organization based on a number of factors, including the industry the organization is in, the size of the organization, the organizational culture, the type of business information systems in use and the resources available to an organization (Coe, 2005).
For an organization to implement an effective awareness program it must first conduct an internal security audit so that management and security team members can gain insight into the current state of security awareness within an organization (Coe, 2005). This audit should review existing security policies, "the level or employee awareness" and any additional security systems in place (Coe, 3).
Other features of a successful program must include easy to understand computer use policies and enforceable ones (Coe, 2005). A policy must be incorporated into organizational culture and the environment and make use of any existing security force in place (Coe, 2005). Organizations should also work to garner feedback from employees regarding training, delivery method ad the perceived importance of a security program (Coe, 2005).
Employees must also become aware that business information systems are more than just technologically intelligent systems. There are many benefits employees and organizations stand to gain from using business information systems to their...
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