Presented at the Asia-Pacific Conference on Computer-Aided Qualitative Research 24-25 February 2011, Macau SAR Organised by: Merlien Institute For upcoming conferences, please visit: http://www.merlien.org

1. CAQRA 2011
2nd Asia-Pacific conference on Computer-Aided Qualitative Research
University of Macau, 24 & 25 Feb Macau, China 2011
Qualitative Research Documentation:
Considerations for using Personal Information
Management (PIM) software for data
organisation in Doctoral Research
Garry Tan
MEd. Mgt. with Dist. (UWA), BTech. ID (Monash) & Dip.Arch.Tech. (Singapore Polytechnic)
Doctoral Candidate, Doctor in Education (EdD)
Graduate School of Education (GSE), University of Western Australia (UWA), Australia.
Senior Lecturer
School of Design (SDN), Nanyang Polytechnic (NYP), Singapore.

2. Aims & Objectives
Evaluating the suitability and using Portable
Applications (PAs), especially Personal
Information Managers (PIMs) such as MyInfo
Pro for Qualitative Research Documentation.
Key Takeaways
Changes that brought about the use of Portable
Applications (PA) and the Advantages of Portable
Applications,
Case study framework, information tree and 12
templates used for research documentation,
Problems encountered and areas for
improvement in research documentation.
Cover Page End

3. OVERVIEW
1. INTRODUCTION
2. LITERATURE REVIEW
3. METHODOLOGY
4. FINDINGS & DISCUSSION
5. SUMMARY & CONCLUSION
Cover Page End

4. 1. INTRODUCTION
a) Background
b) Scope
c) Context
d) Benefits
Overview 2. Literature Review

5. 1a. Background
Globalization
Information: Easy access to information, technology and
entertainment,
Markets: Creates a level competitive level playing field in the global
marketplace.
Technology
Internet: Change from Net 1.0 to Net 2.0 (Mobile Internet and
Social Networking)
Backup: Global 1.0 start of transition to Global 2.0 (Cloud
Computing)
Hardware: Widespread adoption of Net-books, Tablets & IPads
Security
Increased Security risk posed by viruses, malware, spyware etc.
Legal Awareness (i.e. Microsoft Office Software - office use)
Clearer definition of “Office” and “Personal” data
Overview 2. Literature Review

6. 1b. Scope
Research Limited to:
Portable Applications (PA)
Personal Information Managers (PIMs),
especially MyInfo Pro
Research documentation for doctoral studies
Case Studies using Interviews and Focus
Groups
Documentation Protocol, Information Tree,
Templates guided by Miles & Huberman (1994)
and Robert K. Yin (2004 and 2009).
Overview 2. Literature Review

7. 1c. Context
Part of Doctoral Study
In the Qualitative Paradigm
Creative Industry, Applied Arts
Stream, Product Design Specialisation
Focus Design Leadership &
Management
Case study, In-depth Interviews
Focus group for triangulation
Overview 2. Literature Review

8. 1d. Benefits
People most likely to benefit
Postgraduates/scholars currently in
doctoral programs
Postgraduates/scholars who will or are
currently conducting research in the
qualitative paradigm using Case Study (In-
depth Interviews & Focus Groups)
Researchers/scholars interested in
problems with case study research
documentations using computers
Overview 2. Literature Review

9. 2. LITERATURE REVIEW
a. Keywords & Definitions
b. Problems
c. Advantages
d. Approach
Overview 3. Methodology

10. 2a. Keywords & Definitions
According to Wikipedia:
PIM Software
A type of application software that functions as a personal
organiser, to facilitate the recording, tracking, and
management of certain types of “personal information”.
Portable Software/ Applications
A class of software that is suitable for use on portable devices
such as a USB Flash drive (thumb-drive), digital audio
player, or PDA with “drive” mode.
To be considered portable, the application must not require
formal installation, have settings that are stored and carried
around with the flash drive, and leaves zero (or near zero)
“footprint” on any PC it runs on after being used.
Overview 3. Methodology

11. 2b. Problems Encountered
Transition to Portable Apps:
Increase use of Tablets/ IPads
Pervasive use of Broadband & Mobile Internet
Transition from Global 1.0 to 2.0
Freeware, Shareware, and Application download
Persistent threats from virus, spyware, phishing &
Info. theft malwares
Increase in Office Security Protocols:
Robust server firewall & frequent network scanning
Removal of administrator rights for office computers
Increasingly security for office computers browsers
Increasingly customised interfaces (office softwares)
Distinction between internal & external data
Microsoft legal requirements (only office use)
Overview 3. Methodology

12. 2c. PA Advantages
Advantage of Portable Apps:
Stability of flash drives (no crashes)
Softwares activates quickly and directly from flash drives
(thumb-drives)
Does not need administrator rights to run software, leaving
little or no footprint
Small file size and can be exported to RTF files for data
analysis
Full doctoral database is easily backed up into flash drives
(thumb-drive)
No need for multiple backups in different machines
Overview 3. Methodology

13. 2d. Approach
Documentation Approach:
References taken from:
Halpern’s 6 Audit Trial Categories (Lincoln & Guba
1985:319)
Robert K. Yin’s (2003:74) Level of Questions
Documentation Framework
1. Intentions & Dispositions
2. Case Study Questions
3. Field Procedures
4. Pilot Study
5. Case Study Report Outline
Overview 3. Methodology

14. 3. METHODOLOGY
a) Keyword Search
b) Project Considerations
c) Selection Criteria
d) Software Selected/ Software
Rejected
Overview 4. Findings & Discussion

15. 3a. Keyword Search
Google Keyword Search
Personal Information Manager (PIM) Software
File Management (FM-Windows) Software
Portable Applications (PA)
Wikipedia Search
Personal Information Management Software
Portable Software
Overview 4. Findings & Discussion

16. 3b. Project Considerations
According to Miles & Huberman (1994: 313) “How to choose
Software”
What kind of computer user are you?
Between Level 1 (Novice) & Level 2 (Intermediate)
What kind of database and Project is it?
Data Sources: Single or Multiple
Cases: Single or Multiple
Records (documents): Fixed or Revised
Organisation: Structured or Open
Entries (Not only Interviews): Uniform or Diverse
Database Size (Obsolete) : Big or Small
What kind of Analysis is anticipated?
Research Nature: Exploratory or Confirmatory
Coding Scheme: At start or Evolving
Code Overlap: Single or Multiple
Code Comparison: Single pass or Iterative
Analysis Fineness: Words/Lines or Pages
Data Context: Words/ Lines or Pages
Data Display: Yes or No
Paradigm: Qualitative, with less need for numbers.
Overview 4. Findings & Discussion

17. 3c. Selection Criteria
Software Selection Criteria
Portable application (installed in Flash Drives)
Little or No footprint (leaves nothing in PC after
use)
No limitation of file sizes or database sizes
Flexible data organiser (does not impose any
format, structure or hierarchy on data)
Strong links, hyperlinks & information capture
from web
Overview 4. Findings & Discussion

18. 3d. Software Selected
Selected PIM Apps: Rejected PIM Apps:
1. MYINFOR PRO 1. ZootXT Beta
(MYLINEX SOFTWARE) 2. AZZ CardFile
$89.95 3. DocPoint
2. PERSONAL KNOWBASE 4. MyNotesKeeper
$49.90 5. VitoLab
3. TREEPAD BIZ 6. The Brain
$49.90
4. ESSENTIALPIM
File Management:
$39.95 1. Directory Opus
5. ALLMYNOTES 2. Servant Salamander
(VLADONAI SOFTWARE) 3. Total Commander
$34 4. XYplorer
5. FreeCommander
Overview 4. Findings & Discussion

19. 4. FINDINGS & DISCUSSION
a) Characteristics of PA
b) Characteristics of PIM
c) MyInfo-PRO Benefits
d) Templates for Documentation
e) Information Tree
f) Issues Encountered
Overview 5. Summary & Conclusion

20. 4a. Characteristics: PA
Characteristics of Portable Application Softwares:
Portable application with little or no footprint
Data organiser (Freeform or Tree hierarchy) with strong
links & hyperlinks, captures and organises web
information
Most has search and cross-reference key-word searches
to facilitate data retrieval
Built-in text editor and may have spell-check and
thesaurus functions
Better software has AES 256-bit encryption
May also have MSOffice and Adobe PDF integration
Overview 5. Summary & Conclusion

21. 4b. Characteristics: PIM
Characteristics of PIM Software:
Calendar
To do list
Notes
Contacts
Emails
Passwords, and
General information manager
Advanced encryption
Sticky notes
Multiple user access
Synchronisation & Data Backup
Global cross-linking & attachments (photos, music, documents)
Global search
Import/ Export functions
Overview 5. Summary & Conclusion

22. 4c. MYINFO PRO Benefits
MYINFO PRO assisted Researcher with
Documentation by:
1. Information Portability allowed researcher to work seamlessly
between work and home
2. Facilitate research referencing with quick retrieval of multiple
types of Information (MSOffice, Adobe PDF, JPEG, etc)
3. Enhance documentation with specialised template function
4. Allow researcher to focus on research instead of fussing over
the type and quality of information required at each stage
5. Provide researcher a visual indication of progress of each case
study documentation
6. Allow the researcher to prioritize documentation process
7. Facilitate easy backup with small file size
8. Facilitate research audit with easy to export to RTF format
Overview 5. Summary & Conclusion

23. 4d. Templates
Templates for Research Documentation
1. Research Protocol
2. Flow of operations
3. Interview Transcript
4. Debriefing Notes
5. Interview Guide
6. Demographic Information
Templates for Field Work (Generic)
a. Field Notes
b. Reflective Journals
c. Memos
Templates for Progress Report
i. Meeting Record
ii. Progress Report
iii. Informal Member Check
Overview 5. Summary & Conclusion

24. 4e. Information Tree
1. Research Protocol (RSP)
Protocol used in research
2. Flow of Operations (FOP)
Documentation of the research process
3. Interview Transcripts (IVT)
Hyperlinked to Voice data & Interview Transcripts
4. Debriefing Notes (DBN)
Peer and Researcher debriefing notes
5. Reflective Journal (RFJ)
Interviewer’s reflection of interview and its processes
6. Interview Guide (IVG)
Interviewer’s summary of each case study
Overview 5. Summary & Conclusion

25. 4f. Issues Encountered
Issues encountered when using MYINFO PRO for
Research Documentation:
Earlier Stages
Naming conventions & numbering systems
Time consuming process to customize & set up
Duplicate information in different templates
Changes cascade throughout various templates
Constant reformatting of templates to standardise
Later Stages
Individual cases & Information tree changes
Does not respond to changes easily after documentation
begins
Overview 5. Summary & Conclusion

26. 5. SUMMARY & CONCLUSION
a) Summary
b) Area for Improvement
c) Recommendations
Overview Question & Answers

27. 5a. Summary
Features of Future Qualitative Research
Documentation will be influenced by:
1. Global 2.0 (“Out”, “Crowd”, to “World” sourcing)
Beginning of Increasing Global Business Transactions
2. Net 2.0: (Cloud Computing/ Social Networking)
Move towards Cloud Computing & Social Networking
3. Hardware: (Mobile Internet enabled)
Smarter (Intelligent), Intuitive (Ease of use), & Internet-enabled
4. Software: (Increasingly Portable)
Portable, Web-based Application with Renting Paradigm
Overview Question & Answers

28. 5b. Area for Improvement
General Observations: Area for Software Improvements:
1. Standardized templates serves Need to verify if additional
as reference point but there are templates are required
many variations of case study Need to verify if a flexible
methods. documentation approach can
2. Open documentation be achieved
procedures coupled with an Better integration with word
evolving coding process poses processing software (PIM and
one of the toughest challenges portable software with
3. Facilitate contemporaneous MSOffice and Sun’s Open
research documentation for Office (open source preferred))
postgraduate students Use of cloud computing to back
4. Better integration with mobile up research database
internet to make full use of the Better data analysis and
possibility of cloud computing display features
5. Good hyper-linking features is
a good start.
Question & Answers
Overview

29. 5c. Recommendations
Research Documentation software:
1. Requires more research, experimentation and sharing,
2. Should consider move to portable application, especially
popular “Desk-bound” Qualitative Research software,
3. Should perhaps consider strategic directions towards open
source and better integration with word processing, dictionary,
thesaurus, translation and similar functions,
4. Should make full use of cloud computing for better data
integration and retrieval and social networking to facilitate
more active participant involvement and demographic
information gathering, and
5. Should incorporate more advanced qualitative research
features like analysis and display features with its Hyper-
linking feature remaining its core strength.
References from: Miles & Huberman (1994) Halpern’s audit and Robert K. Yin (2004 and 2009) Case
Study: Level of questions
Overview Question & Answers

30. Question & Answer?
Garry Tan
MEd. Mgt. with Dist. (UWA), BTech. ID (Monash) & Dip.Arch.Tech. (Singapore Polytechnic)
Doctoral Candidate, Doctor in Education (EdD)
Graduate School of Education (GSE)
University of Western Australia (UWA)
Australia
School of Design (SDN)
Nanyang Polytechnic (NYP)
Singapore
garrytan@yahoo.com
+65 81801367
Cover Page Overview

31. Presented at the Asia-Pacific conference on
Computer-Aided Qualitative Research
24 & 25 Feb 2011, Macau SAR
For more information about our upcoming conferences
Please visit: http://www.merlien.org