information fragmentation

M. Kljun, “The information fragmentation problem through dimensions of software, time and personal projects,” Ph.D. dissertation, Lancaster University, 2013.

"The findings show (i) the extensive information fragmentation in each individual PIM tool besides cross-tool fragmentation, (ii) the information overload preventing focusing on the subset of fragmented project related information and changing focus over time, and (iii) the importance of support information (information scraps) and its integration into project flow." [pdf]

Accepted

«We are pleased to inform you that your submission to the Internet Technologies & Society 2013 Conference (ITS 2013) has been accepted as a "Full Paper"»:

Pinheiro, M., Cardoso, M., Barrulas, M. J., and Carvalho, J. A. (2013). Some things I tend to overlap even if not necessary. A discussion on PIM artifacts between researcher and research agent. In International Conference on Internet Technologies & Society.

Visions of ideal solutions to the management of personal information collections

Bruce, H., Wenning, A., Jones, E., Vinson, J., & Jones, W. (2011). Seeking an ideal solution to the management of personal information collections. Information Research, 16(1) paper 462: 

"(...) the researchers found that observing people over time as they find, select, collect, organize, and manage information for a personal project provides an excellent context for studying the challenges of personal information management."

Information as thing

In accordance with the view of information as thing by Buckland (1999), the article by Jones, W. (2010, No knowledge but through information, First Monday, vol. 15 (9-6), September) brings back the arguments of the need to operate/manage information items and not knowledge: "Knowledge is not a thing to be managed directly. Knowledge is managed only indirectly through information". His view is directed to show that Personal Knowledge Management (PKM) should be viewed as a subset o Personal Information Management (PIM) and not as a higher level approach. 

"The ways in which an item is manipulated will vary depending upon its form and the tools available for this form. The tools used for interaction with paper–based information items include, for example, paper clips, staplers, filing cabinets and the flat surfaces of a desktop. In interactions with digital information items, we depend upon the support of various computer–based tools and applications such as e–mail applications, file managers, Web browsers, and so on. (...) Knowledge as ‘no thing’ cannot be managed directly. If we think we have knowledge ‘at our fingertips’ we are most likely touching information in some form instead. This is not to say that knowledge management is not possible. But we do so through its expression in information. There is no management of knowledge except through the management of information."

In his paper he also evokes a pictorial representation of "[i]nformation management activities viewed as an effort to establish, use and maintain a mapping between needs and information. ["illustration was done by Elizabeth Boling and is a variation of a figure that first appeared in Jones (2008)."]

Could not help myself recalling the nonsense of 'knowledge management' by Tom Wilson (2002), which as always provoked great discussions and food for thought in my journey.

Why Personal Information Management (PIM) matters?

“Learning to be intelligent starts by learning to manage information.” Choo, 2003

weblog as PIM tool

Efimova, L. (2009). Weblog as a personal thinking space. Forthcoming in: HT’09: Proceedings of the twentieth ACM conference on hypertext and hypermedia, June 2009. New York: ACM:

"Using weblogs as a knowledge base, and then as an instrument to support PhD work, creates synergies, as the effort that goes into creating and organising entries [posts] later pays off by providing more ways for retrieval, and a better quality of the material to be reused. In turn, the experience of reuse or unexpected discoveries that older posts bring stimulates putting more effort in creating new entries." (p. 8)

Resulting from her own practice to a finished dissertation, using an autoethnography approach, Lilia presents a detailed account of that process, summarized in a table, showing "how different stages of idea development [during the PhD process] are supported by the activities around the weblog content."

Another strong point is made concerning the role of paper in knowledge work, and although I only saw the paper today, was glad to see that it reasons with the preliminary findings of the data I've been collecting and the entry that I've made previously, that it reasons with my own use of blogs for supporting research, and also for advocating the use of blogs instead of pages for eliciting the on going process of doctoral research work. Doing it requires "requires the filtering [of] large amounts of information, making sense of it, and connecting the different bits and pieces to come up with new ideas. In this process, physical and digital artefacts play an important role" (Efimova, 2009, p. 2).

The blog allows also for the integration of permanent captures of temporary information in that sense the blog works like a canvas that can display scrapnotes in other contexts extending their use for the weaving of new knowledge. But like she says in the paper,

"The connection between the functionalities of weblog technologies and their uses for personal information management needs further examination. The similarity between the roles my weblog plays in supporting my work and those of paper collections in other studies indicate a need to explore the affordances of weblog technologies from PIM perspective and possibilities of learning from blogging when designing other tools, in particularly those that support managing information scraps that do not fit current tools" (p. 9)

desktop research

From the Integrated Systems team of Microsoft Research, the Research Desktop project: "Research Desktop augments the standard desktop environment (...) [i]t provides support in four key areas: Activities, Tools, Library and Notes." Looking in more detail to the available project overview, some things caught my attention in respect to visual cues:

• instead of the «type of file» icons, richer visual aids are given: book covers, actual display of photos, first pages of documents, groups of working information (including the tools that were used to manipulate that information)
• the integration of a scrapbook were one can lay out documents and make scrapping like anotations: althought I'm convince that it will not substitute the paper scrappings in support for work, it nevertheless helps visualize work-in-progress needs when messing around with ideas. Remember that scrappings have also a social dimension during meetings: they have an important place during brainstorming, think-out-loud, and collaboration gatherings. Also, one of the places for scrappings is very often walls (either by whiteboards, placards), which can be related to the fact that individuals want to be in permament visual contact with that «work-in-progress». But this is just a feeling that needs to be verified

Some questions that come to my mind, regarding the Research Desktop. Since one of the components of collections, is the previous existence of items (unless it is a new user who has never collected anything previous to start using a new tool!) how will existing information «move» to this interface: 

• will it be available regradless of OS used?
• will it require manual adding? 
• can the individual use any information format, regardless of previous OS / application / artifact?
• since information is social, is it easy to share with team members, post on the web, transfer to other spaces (like printing on a large paper the scapbooking to hang on a wall) sharing with team members that have different OS or browsers?
  

Note to self: found this project because of the footprints left by someone that made a search for papers of Bergman, that took him to my profile in Academia.edu (that warn me about it), I've followed the link back to a paper of Bergman et al presented in CHI2009 (April), where I found other papers from Microsoft in a PIM session, which I then googled for access of the full paper, and arrived at Microsoft paper archive that was under the project umbrela.

The paper from Bergman et al:
Bergman, O., Tucker, S., Beyth-Marom, R., Cutrell, E., and Whittaker, S. (2009). It's not that important: demoting personal information of low subjective importance using GrayArea. In Proceedings of the 27th international Conference on Human Factors in Computing Systems (Boston, MA, USA, April 04 - 09, 2009). CHI '09. ACM, New York, NY, pp. 269-278. 

The paper from Oleksik et al: 

Oleksik, G., Wilson, M. L., Tashman, C., Mendes Rodrigues, E., Kazai, G., Smyth, G., Milic-Frayling, N., and Jones, R. (2009). Lightweight tagging expands information and activity management practices. In Proceedings of the 27th international Conference on Human Factors in Computing Systems (Boston, MA, USA, April 04 - 09, 2009). CHI '09. ACM, New York, NY, pp. 279-288. 

Time costs and disconnectedness in PIM systems

Van Kleek, M. G., Bernstein, M., Panovich, K., Vargas, G. G., Karger, D. R., and Schraefel, M. (2009). Note to self: examining personal information keeping in a lightweight note-taking tool. In Proceedings of the 27th international Conference on Human Factors in Computing Systems (Boston, MA, USA, April 04 - 09, 2009). CHI '09. ACM, New York, NY, 1477-1480:

"We also observed that users often do not respect the traditional boundaries of PIM — for example, by mashing contact information into calendar appointments and calling it a to-do. This may be yet another instance of users optimizing for rapid capture: the time cost of interacting with multiple traditional PIM applications is even more substantial than that needed for one. But we believe another issue is in play: that they feel the information is a unit, and do not wish to partition it among multiple disconnected applications, where it will be harder to view and retrieve as a unit. This indicates a significant need for a more flexible data model and user model in PIM systems." (p. 1480)

Another related entry on scrapnotes and «technologizing» everything with links for the Haystack Group and associated projects, like the one referred in the study - List.it.

Julho de 1961

losses in «information transitions»: time, errors, sync

Example of information loss in «information transitions». Actual high mobility of healthcare workers to collect data on tuberculosis patients. IS applied research solution: capturing information (almost) directly to PDA. Still have to be entered by workers, but after collected through the PDA stays in digital form and is apt for transfer to other IS.

"Under the old patient tracking system, a team of four healthcare workers would visit more than 100 health care centers and labs twice a week to record patient test results on paper sheets. A couple of times a week, they returned to their main office to transcribe those results onto two sets of forms per patient -- one for the doctors and one for the health care administrators.

From start to finish, that process took an average of more than three weeks per patient. There was also greater potential for error because information was copied by hand so many times.

With the new system, health care workers enter all of the lab data into their handheld devices, using medical software designed for this purpose. When the workers return to their office, they sync up the PDAs with their computers. " [taken from Harvard-MIT Health Science and Technology News & Events, Researchers use handheld devices to monitor TB patients in Peru]

Multiple computer devices

Dearman, D. and Pierce, J. S. (2008). It's on my other computer!: computing with multiple devices. In Proceeding of the Twenty-Sixth Annual SIGCHI Conference on Human Factors in Computing Systems (Florence, Italy, April 05 - 10, 2008), pp. 767-776:

"The number of computing devices that people use is growing. To gain a better understanding of why and how people use multiple devices, we interviewed 27 people from academia and industry. From these interviews we distill four primary findings. First, associating a user's activities with a particular device is problematic for multiple device users because many activities span multiple devices. Second, device use varies by user and circumstance; users assign different roles to devices both by choice and by constraint. Third, users in industry want to separate work and personal activities across work and personal devices, but they have difficulty doing so in practice Finally, users employ a variety of techniques for accessing information across devices, but there is room for improvement: participants reported managing information across their devices as the most challenging aspect of using multiple devices. We suggest opportunities to improve the user experience by focusing on the user rather than the applications and devices; making devices aware of their roles; and providing lighter-weight methods for transferring information, including synchronization services that engender more trust from users."

Distraction(s)...

... with artefacts that carry a lot of embedded tools and information within them.

Not so long ago (15 years), a PC would carry mainly a set of very restrictive production tools. Today we have a plethora of installed tools (and gadgets) available in our computers, and an open door (internet access) of millions of other available for us to play with and/or install.

How does this affect PIM? How distracted are we? Does this explain, for example, the difficulties of reading an entire PDF on the computer without interrupting to:

• open another pdf
• find papers from the same author
• search database for (new concept found, .... ) before finishing the reading
• ... constant switching between reading pdf and other (available/competing)  information

Are there gender differences in how these distractions affect PIM efforts? Do they have any relation to multitasking?

On scrapnotes and «technologizing» everything

Scrapings or information scraps are little notes that we take in a paper cloth table in a restaurant, a napkin, a post-it, the corner of a magazine or the newspaper, a notebook, but also in del.icio.us bookmarks, text files or whatever is at hand, at the moment.

Maybe the clue to understand scrapings lies not in developing new tools to add to the mash and proliferation of our bits of information, but in understanding that they are part of our own information behaviours for what works in given occasions. For me it seems more relevant to acknowledge it, and incorporate it as a practice that works for individuals, than to see it as a problem that needs a technological solution.

Scrapings are immediate. One takes note of it, with what one has at hand, and makes it immediately available to add meta data to a book we are reading, to glue at the fridge as a reminder or a grocery list that we later take with us, to note down a telephone or the name of the music passing on the radio, a research lead for later reflection, a visual signal, a temporary mark, making eliciting annotations on a paper we are reading, a drawing to complex or simple ideas. 

Imagine the time (and problems)  it would take for you to make a «simple» scraping in a web application (hardware + internet access + application initiation) while at the supermarket, talking with a colegue on the corridor, having a meal with friends, while driving (or stopping endlessly in IC19 ;)... 

Ever notice that in a rush moment, although people have their latest technology mobile phones, in order to exchange contacts either they jot down the contact in a piece of paper, or exchange presentation cards, or they dial the number they are given to stay with that record (and confirm they have noted the number correctly) and only later (if ever) they add more information to the plenty of available labels to fill in their sophisticated «contact managers»? 

Let alone the transferability and malleability of such notes, in the end is also about reliability. How many of us have lost your long time acquired contact details due to loss, robbery or malfunction of your telephones (or whatever gadget you used)? How many of us will be able to show our present pictures to our future grandchildren (even with all the available storing capacity, gadgets and backup practices)?... 

Makes us think about why with so many available technologies, with all the digital facilities that we have, paper production does not seem to be slowing down and the once envisioned «digital office» couldn't look further apart as paper seems to be the most reliable medium in our PIM (personal information management) practices. Maybe paper is still our long lasting backup and not the other way around.

For a deeper knowldge about scraping, there is a lot to reflect in the Haystack Group of MIT. See also tool: List.it and protocol for conducting observations for interested users.

scattered data among artifacts

pulverized data for my research across different tools and plataforms in need of aggregation for my research:

• citeUlike - tool used for biblioghraphic collection. Problems encountered through time concern: a) not having access to some of the publications but able to keep reference; b) duplicated items due to encounters in different databases; c) limited or unavailable internet access interfere with information management practices
• infotransitions - tool for embedding other tools, work-in-progress, active links, communication with supervisor, thoughts, reflextions & draft writings. Problems encountered through time: a) limited or unavailable internet access interfere with information work behaviour & PIM practices; b) private space does not allow for interactions with peers or people exploring/interested in same topics; c) althought meant as a way for «being» in permanent contact with supervisor, allowing him to «observe» recent research concerns, it's barely used as such
• del.icio.us - started to use this tool to allow my «favorites» to be computer independent, and later to help manage team search efforts for project work. Problems limited to unavailable internet access that temper with access and PIM practices.
• flickr - Although my main photos & picture are locally stored (my computer, moveable hard drive .... (...)
• notebooks - one of the most stable practices I have since I made my first research attemps (back in 1999, expatriation cycle, IPL/ESCS. During the changes that occured in this last year in my working infrastructures (uncertain internet access, reduce mobility & communications due to financial constrains and disapeering workplace & homeplace), I used my notebooks and rely on them much more then before (for noting my private research notes I was using this blog, wich I used also to illicite all the other web spaces I use (wrote above). As a tool it's very portable, no need interfaces to access content, no re-charging needs, it's not an intruder, I can carry it with me all the time. On the negative aspects are the finite space available and the inherited need to change notebooks once I use the last page. The transition for a new book brings me the need to carry during some time 2 notebooks with me... and finding past notes is not always quick. Moving the notes to text adds also aditinal work.

Databases used with existing individual accounts and resources stored at their sites, also add to the pulverization:

• citeseerX (a free scientific database, focusing primarily on the literature in computer and information science)
• myACM (2 years paid subscription, focusing primarely on computer sciences and dessiminating practices)
• Wiley (group publisher, aggregates diverse publishing materials from diferent areas of research)
• LibraryThing (some of my personal books with interface for my Amazon aquisitions & account)
• [stopped using b-on because I could not store my papers in there, only queries, and also because of problems with exporting found results... and because there are other places I can use to accomplish the job]

Cathy Marshall (2008). rethinking personal digital archiving: part 1 & part 2. D-Lib Magazine, vol.14 (3/4):

"(...) a broadened view of how we might undertake personal digital archiving, both broadly (for consumers) and more narrowly (for academics, scholars, researchers, and students); some of these issues may also carry over into the realm of institutional archiving, although that is not my aim."

link by email from JAC

infoplace or infospace needs for manipulation

Borgman, C. L. (2003). Personal digital libraries: Creating individual spaces for innovation. Paper presented at the NSF Workshop on Post-Digital Libraries Initiative Directions, Chatham, MA.:

"Individuals need a “place” or a “space” in which to assemble and manipulate information resources for their own purposes, with flexible tools that they can adapt to their practices, skills, habits, and artistry."

[PDF in D:/Phd/Bib - Info Spaces]

Information overload

Houghton-Jan, Sarah (2008). Being Wired or Being Tired: 10 Ways to Cope with Information Overload, Ariadne, Issue 56:

"What is information overload? 27 instant messages. 4 text messages. 17 phone calls. 98 work emails. 52 personal emails. 76 email listserv messages. 14 social network messages. 127 social network status updates. 825 RSS feed updates. 30 pages from a book. 5 letters. 11 pieces of junk mail. 1 periodical issue. 3 hours of radio. 1 hour of television. That, my friends, is information overload."

the knowledge worker information behaviour

Kidd, A. (1994). The marks are on the knowledge worker. In CHI '94: Proceedings of the SIGCHI conference on Human factors in computing systems, pages 186-191, New York, NY, USA. ACM Press:

"Knowledge workers do not carry much written information with them when they travel and rarely consult their filed information when working in their offices. Their desks are cluttered and seemingly function as a spatial holding pattern for current inputs and ideas." [186]

"It seems that knowledge workers use physical space, such as desks or floors, as a temporary holding pattern for inputs and ideas which they cannot yet categorise or even decide how they might use (...)" [p. 187]

Most of what the author talks, back in 1994, reasons with my own observations, namely what concerns clutter desks, use of floor space and sense of order out of (apparent) disorder corresponds with the descriptions and transcripts of what was observed 15 years ago.

memex

Vannevar Bush (1945). As We May Think. The Atlantic Monthly, vol. 176(1), pp. 101-108.

Drawing of Bush's theoretical memex machine was published in Life Magazine, November 19, 1945, vol. 19(11), p. 123, also under the title «As we may think». Since I have not found an image of the original article, I'll use the one circulating in many different places that have paid homage to Bush vision.

PS - From Memex To Hypertext arrived (same picture in p. 109)

PIM - 10 years after first study

Barreau, D. (2008). The persistence of behavior and form in the organization of personal information. Journal of the American Society for Information Science and Technology, vol. 59(2), pp. 307-317:

"This study revisits managers who were first interviewed more than 10 years ago to identify their personal information management (PIM) behaviors. The purpose of this study was to see how advances in technology and access to the Web may have affected their PIM behaviors. PIM behaviors seem to have changed little over time, suggesting that technological advances are less important in determining how individuals organize and use information than are the tasks that they perform. Managers identified increased volume of e-mail and the frustration with having to access multiple systems with different, unsynchronized passwords as their greatest PIM challenges. Organizational implications are discussed."