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2 December 2005 
From User Needs to Opportunities in 
Personal Information Management 
A Case Study on Organisational Stra...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 2 
Personal Cross-Media Information 
physical space digital space
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 3 
Filing and Piling Strategies 
Elements Groups 
Titled Ordered T...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 4 
 Is order only determined by filing and piling? 
 Is there an...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 5 
Methodology 
 Embedded multi-case case study 
 2 cases (digit...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 6 
Observation 
 6 academic offices 
 Identification of new orga...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 7 
Mixing Strategy 
Elements Groups 
Titled Ordered Titled Ordered...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 8 
Online Survey 
 Use of organisational strategies 
 factorisat...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 9 
Data Analysis 
 Participants 
 170 respondents 
 internation...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 10 
General Use of Organisational Strategies 
 Significant use of...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 11 
Use of Strategies Across Spaces 
 No difference between digit...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 12 
What do the Results Tell Us? 
 Piles and mixtures are most fr...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 13 
Ease of Re-finding 
 But significantly more piling than filin...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 14 
Re-finding Cues 
Context cue Spatial cue Time cue 
Physical sp...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 15 
Filing Re-finding Cues 
 Digital space 
 Physical space 
con...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 16 
Directions for PIM System Design 
 Provide suitable augmentat...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 17 
Conclusion 
 New insights about organisational landscape 
 P...
September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 18 
filing piling 
 Mixing as a third organisational strategy 
 ...
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From User Needs to Opportunities in Personal Information Management: A Case Study on Organisational Strategies in Cross-Media Information Spaces

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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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From User Needs to Opportunities in Personal Information Management: A Case Study on Organisational Strategies in Cross-Media Information Spaces

  1. 1. 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 & INFORMATION SYSTEMS ENGINEERING
  2. 2. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 2 Personal Cross-Media Information physical space digital space
  3. 3. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 3 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
  4. 4. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 4  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
  5. 5. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 5 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
  6. 6. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 6 Observation  6 academic offices  Identification of new organisational strategies  Compilation of valid questions for the survey  Identification and definition of new mixing strategy
  7. 7. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 7 Mixing Strategy Elements Groups Titled Ordered Titled Ordered Files Yes Yes ? ? Piles ? No No ? Malone, 1983
  8. 8. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 8 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
  9. 9. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 9 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)
  10. 10. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 10 General Use of Organisational Strategies  Significant use of the mixing strategy  Less filing than piling and mixing
  11. 11. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 11 Use of Strategies Across Spaces  No difference between digital and physical space  No correlation between strategies BUT…
  12. 12. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 12 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
  13. 13. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 13 Ease of Re-finding  But significantly more piling than filing!
  14. 14. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 14 Re-finding Cues Context cue Spatial cue Time cue Physical space Filing    Piling   Mixing   Digital space Filing  Piling  Mixing  
  15. 15. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 15 Filing Re-finding Cues  Digital space  Physical space context cue context cue spatial cue time cue
  16. 16. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 16 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
  17. 17. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 17 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
  18. 18. September 9, 2014 Sandra Trullemans, strullem@vub.ac.be 18 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 

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