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Presentation given at DL 2014, International Conference on Digital Libraries, London, UK, September, 2014 ABSTRACT: The efficient management of our daily information in physical and digital information spaces is a well-known problem. Current research on personal information management (PIM) aims to understand and improve organisational and re-finding activities. We present a case study about organisational strategies in cross-media information spaces, consisting of physical as well as digital information. In contrast to existing work, we provide a unified view on organisational strategies and investigate how re-finding cues differ across the physical and digital space. We further introduce a new mixing organisational strategy which is used in addition to the well-known filing and piling strategies. Last but not least, based on the results of our study we discuss opportunities and pitfalls for future descriptive PIM research and outline some directions for future PIM system design. Paper: https://www.academia.edu/7316111/From_User_Needs_to_Opportunities_in_Personal_Information_Management_A_Case_Study_on_Organisational_Strategies_in_Cross-Media_Information_Spaces
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2 December 2005
From User Needs to Opportunities in
Personal Information Management A Case Study on Organisational Strategies in Cross-Media Information Spaces
Sandra Trullemans and Beat Signer
Web & Information Systems Engineering Lab (WISE)
Department of Computer Science
Vrije Universiteit Brussel
WEB & INFORMATIONSYSTEMS ENGINEERING
Sandra Trullemans, [email protected] 2September 9, 2014
Personal Cross-Media Information
physical space digital space
Sandra Trullemans, [email protected] 3September 9, 2014
Filing and Piling Strategies
Elements Groups
Titled Ordered Titled Ordered
Files Yes Yes ? ?
Piles ? No No ?
Malone, 1983 filing
piling
One-dimensional order variable
filing piling
Sandra Trullemans, [email protected] 4September 9, 2014
Is order only determined by filing and piling?
Is there any coherency or dependency between these
organisational strategies in digital and physical space?
Do we use the same re-finding cues after applying an
organisational strategy in physical and digital space?
Research Questions
filing piling
Sandra Trullemans, [email protected] 5September 9, 2014
Methodology
Embedded multi-case case study
2 cases (digital and physical)
Units of analysis use of organisational strategies
ease of re-finding
use of re-finding cues
Cross-case analysis
Data collection observation (first phase)
survey (second phase)
case 1
physical space
case 2
digital space
Sandra Trullemans, [email protected] 6September 9, 2014
Observation
6 academic offices
Identification of new organisational strategies
Compilation of valid questions for the survey
Identification and definition of new mixing strategy
Sandra Trullemans, [email protected] 7September 9, 2014
Mixing Strategy
Elements Groups
Titled Ordered Titled Ordered
Files Yes Yes ? ?
Piles ? No No ?
Malone, 1983
Sandra Trullemans, [email protected] 8September 9, 2014
Online Survey
Use of organisational strategies factorisation in filing, piling and mixing
Ease of re-finding how easy do we re-find in a digital file system, …
Use of re-finding cues use of folder labels, …
Open-ended questions tools for re-finding
Sandra Trullemans, [email protected] 9September 9, 2014
Data Analysis
Participants 170 respondents
international academic population
Ordinal data on a 5-point Likert scale
Normal distribution not guaranteed
Correlations determined by Spearman’s rho (p<0.05)
Differences in factors by Wilcoxon signed-rank test (p<0.05)
Sandra Trullemans, [email protected] 10September 9, 2014
General Use of Organisational Strategies
Significant use of the mixing strategy
Less filing than piling and mixing
Sandra Trullemans, [email protected] 11September 9, 2014
Use of Strategies Across Spaces
No difference between digital and physical space
No correlation between strategies
BUT…
Sandra Trullemans, [email protected] 12September 9, 2014
What do the Results Tell Us?
Piles and mixtures are most frequently used
Use of extra filing tools digital file systems: “Never happy with the used tools”
physical file cabinets
- post-it notes
- archive cards
- digital index
- …
Lack of insights about the mixing strategy
Users have individual cross-media strategies
Sandra Trullemans, [email protected] 13September 9, 2014
Ease of Re-finding
But significantly more piling than filing!
Sandra Trullemans, [email protected] 14September 9, 2014
Re-finding Cues
Context cue Spatial cue Time cue
Physical space Filing
Piling
Mixing
Digital space Filing
Piling
Mixing
Sandra Trullemans, [email protected] 15September 9, 2014
Filing Re-finding Cues
Digital space
Physical space
context cue
context cue spatial cue time cue
Sandra Trullemans, [email protected] 16September 9, 2014
Directions for PIM System Design
Provide suitable augmentations for each strategy
Support appropriate re-finding cues in the right strategy
Support for cross-media re-finding activities include physical space
cross-media annotations
Sandra Trullemans, [email protected] 17September 9, 2014
Conclusion
New insights about organisational landscape
Piles and mixtures more frequently used than filing
Re-finding is different for each strategy in digital and
physical space
Directions for future PIM system design
Sandra Trullemans, [email protected] 18September 9, 2014
filing piling
Mixing as a third organisational strategy
It is normal to use paper and to be “unorganised”
Order cannot be expressed as a one-dimensional variable
Organisational strategies should be augmented with
support for the right re-finding cues
Exploration of cross-media organising and
re-finding solutions
Give Away Message
