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2008 04-11, tutorial slides, copenhagen
- 1. Personal Information Management in Theory and Practice Danmarks Biblioteksskole William Jones April 11, 2008
- 4. Personal Information Management in Theory and Practice An Introduction to PIM Unit 1
- 9. Individuals collect many different types of information William Jones radio news & information Email messages books newspaper articles telephone numbers budgets websites contact lists calendar appointments MAGAZINES & JOURNALS graphs & charts images bills television news & information accounts photographs signs & instructions deadlines schedules
- 17. Are Piles Bad? Why Pile? William Jones
- 28. What else? What would you like to get out of this seminar? William Jones
- 29. Tools and information as a cushion between people and their immediate environment William Jones “ environment” Behavior of person Cushion provided by tools
- 30. The senses in which information can be personal. William Jones Relation to “me” Examples Issues 1 Controlled by, owned by me Email messages in our email accounts; files on our computer’s hard drive. Security against break-ins or theft., backup, virus protection, etc. 2 About me Credit history, medical, web browsing, library books checked out. Who sees what when (under which circumstances)? How is information corrected or updated? Does it ever go away? 3 Directed towards me Phone calls, drop-ins, TV ads, web ads, pop-ups. Protection of me and my money, energy, attention and time.
- 31. The senses in which information can be personal (cont.) William Jones Relation to “me” Examples Issues 4 Sent (posted, provided) by me Email, personal web sites, published reports and articles. Who sees what when? Did the message get through? 5 (Already) experienced by me Web pages that remain on the Web. Books that remain in a library. TV and radio programs that remain somewhere in “broadcast ether”. How to get back to information again later? 6 Potentially relevant (useful) to me; about to be experienced by me. Somewhere “out there” is the perfect vacation, house, job, life-long mate. If only I could find the right information! If only I knew (had some idea of) what I don’t know. How to filter out or otherwise avoid information we don’t wish to see? (How to do likewise for our children?)
- 32. A Personal Space of Information 06/25/10 5. already experienced by me 1. owned by me 6. useful to me 2. about me 3. directed to me 4. sent by me
- 33. A World of Personal Information 06/25/10
- 35. Which objects qualify as information items? William Jones Copy? Move? Retrieve? Delete? Computer file folder Copy & Paste Drag & drop “ Open” “ Delete” Computer file Copy & Paste Drag & drop “ Open” “ Delete” Paper bank statement Photo-copy “ Pick up and place” Open Toss or Shred Email message Copy & Paste Drag & drop “ Open” “ Delete” Web bookmark Copy & Paste Drag & drop “ Open” “ Delete” Web page ? Save as file(s) ? “ Open” ? Human “engram” [1] No No Remember No Antelope in zoo Cloning? Carefully… Walk to the cage. Kill, cook and eat?
- 36. PIM as a Mapping Between Information and Need (that We Each Have) 06/25/10
- 37. Keeping According to Anticipated Uses 06/25/10
- 38. Schemes of Maintenance and Organization 06/25/10
- 39. Strategies for Information Flow 06/25/10
- 43. Break – 10 minutes William Jones
- 44. Personal Information Management in Theory and in Practice Tools in support of PIM; How to evaluate their usefulness and usability? Unit 2
- 47. PIM as a Mapping Between Information and Need (that We Each Have) 06/25/10
- 57. Individuals collect many different types of information William Jones radio news & information Email messages books newspaper articles telephone numbers budgets websites contact lists calendar appointments MAGAZINES & JOURNALS graphs & charts images bills television news & information accounts photographs signs & instructions deadlines schedules
- 58. There are many (many…) tools to help William Jones
- 59. Another Tool, Yet Another Information Form: Notes in OneNote ® William Jones
- 60. The Organization of “Notes” William Jones Roughly equivalent to but distinct from existing ways of organization email, e-documents, web references and email…
- 62. Key PIM Activities and Awareness William Jones Meta-level What information do I need? What information do I have? What is this information? Do I have it already? Where, when, how will I need it? Working with Information Keeping Finding Information “ In here”… Information “ Out there”…
- 63. Where and How the Tools are Helping? William Jones Keeping Finding Meta-level ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?
- 65. Exercise: Evaluate a PIM Tool or Tool Feature William Jones
- 69. Read on? 06/25/10 PERSONAL INFORMATION MANAGEMENT Edited by William Jones and Jaime Teevan Keeping Found Things Found: The Study and Practice of Personal Information Management
Editor's Notes
- 8:30 Introductions, objectives, agenda (WJ, HB) 8:50 What is Personal Information Management and why should we care? The story of PIM. (WJ) 9:30 break. 9:45 Analytical breakdown (HB) 10:15 Tools of PIM (WJ) 10:45 Break 11:00 Do’s & Don’ts (HB) 11:30 The present and the future of PIM (WJ, HB)
- Study vs practice
- The reality. We can’t find our information when we need it. Even if we have gone to some trouble to keep it. We keep a lot of information we don’t need. We forget about our information altogether.
- Special focus, special problem
- PIM is important for groups, for companies. Especially important for an aging population.
- Information can be quantified. Dependent recipient; context. Not always to reduce uncertainly; De-mystify. Smart behavior can be modeled and re-produced on a computer. The computer as a symbol processor. Example: Theorem proving reduced to a navigation of a problem space, much like a maze. Key is the problem space. The right problem space and the answer falls out. The phrase was first used by Lansdale in a 1988 article. Hypertext. Key is in organizing and connecting information. The right organization, the connections and good things happen. But interest in PIM is surging. Connected to concepts like Information overload. Problem may be “in here”, not “out there”.
- Lots of differences in individual over time; changes Changes and function of personality; raw cogntivitive abilities; job; amount of info; tools, System admin.
- One problem is that these are separate – we can return to this.
- Piling as path of least resistance; less decision; information more readily.
- Why would some people in some professions be more likely to have files than others? Uncertainty concerning information and the tasks for which it will be used.
- Why not pile? Physical piles only so many. Out of sight out of mind. Maladaptive strategies to make up for limitations.
- Just the act of assembly can be time-consuming and error-prone.
- How did we get here?
- Even Mongolia has its Internet cafes. Inexpensive laptop from Dell (899$) comes with 30gb of storage
- Information is a means to and end.
- "Designing Organizations for an Information-rich World" in Computers, Communications and the Public Interest" Martin Greenberged, ed. (Baltimore, The Johns Hopkins Press) 1971 pp 40-41
- Information is not a precious resource. But we manage information in order to manage other resources that are precious.
- What are your objectives
- Item can be acquired, created, Form or type. Behind information form. Utility of concepts for today The information item establishes a manageable level of abstraction for the consideration of PIM. Certainly, a person’s interactions with an information item vary greatly depending upon its form. Interactions with incoming email messages, for example, are often driven by the expectation of a timely response and perhaps also by the awareness that, when an email message scrolls out of view without some processing, it is apt to be quickly forgotten. A person may make a paper printout of the same email message, to be folded, carried in a briefcase, marked up and ultimately discarded when its information has been consumed
- Ad hoc tidying (Boardman & Sasse, 2004) “ This really shouldn’t be here” (Jones et al., 2005)
- Obvious and not so obvious. Should “check spelling as you type” always be on? Draft modes?
- In unit 2 talked about PIM activities Here we look at PIM from the perspective of their support for key PIM activities Not possible to cover all space of all PIM tools, and in part. Of all PIM tools Our goal is to give you a “ yardstick ” for assessing PIM tools
- Shingle prints. Tag clouds,
- If you can’t think of an example for each, that’s fine.
- Problem of fragmentation – PIM attempts to bring an integrative approach Of course that are many tools that relate to PIM …
- One of the reasons for information fragmentation are the PIM tools Many are focused on one aspect of PIM, or on form of info A lot of tools/ a lot of stuff -- confusion new tools are being created every day…. That’s part of the problem. The KFTF project maintains a listing of pim-related tools for review – currently about 130 in length and growing all the time.
- New Information Form ! with each new tool there is a danger that you will have to deal with yet another info form even though the tool may provide useful functions –
- New Information Organization! Yet another organization to maintain … It has its own file format – cannot see from within Onenote any other document types It is a useful tool – has many excellent features, but does not leverage existing org schemes
- Can classify in many ways but they are not that effective, e.g. * Does the tool focus on a specific form of information (e-mail, web references, electronic documents, paper) or does it work across forms? * Is the tool general audience vs. tools focused on a particular kind of user and task? (e.g. sales & marketing) * Does the tool include time and task management ? * Is the tool a commercial product or a research prototype? such classifications perpetuate fragmentation – by info form, by audience… We suggest a better way that cuts across existing divisions between tools and information types By kinds of PIM activities
- Keeping activities are means to an end… Rather than dividing things by current apps of info forms (such as email information, files, web…) We suggest a different way to unify PIM By using key PIM activities that cut cross different information forms activities are means to an end. we want the have tools to answer higher-level questions: what info we have ? what info we need?.... An example of a unified approach is Shift towards tasks mngt and projects For any project / task you need to have a lot of information in different forms example: planning a trip to SIGIR – hotel web.. Email… Maintaining and organizing are the two m-level activities we focus on today, There are others (also important): measuring, privacy, security… Italics for mental states including questions and understandings. Non-italics for visible activities. Working with information includes assessing, analyzing, and transforming information (e.g. printing out to transform from digital to paper; opting the hear rather than see the information). Working with includes actually “using“ the information.
- we’ll first examine sample tools that (mainly) support one PIM activity then tools that support combination of PIM activities on examples of just a few selected tools