An Empirical Analysis of Personal Digital Document Structures

Sarah Henderson and Ananth Srinivasan
HCI International 2009

Hierarchies have long been used as useful structuring mechanisms for organizing and managing documents. This study looks at the problem of personal digital document management in the context of knowledge workers. We study and document strategies that users employ to manage the complexity imposed by the volume and variety of personal digital documents. Exploratory research was conducted, analyzing the file systems of 73 knowledge workers using Microsoft Windows in a university setting. The empirical results of this are presented, and compared to a previous study that examined the file systems of 11 users.

2009-HCII-An-Empirical-Analysis-Of-Personal-Digital-Document-Management
Document label : 2009-HCII-An-Empirical-Analysis-Of-Personal-Digital-Document-Management (180 kB)
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Personal Document Management Strategies

CHINZ 2009 New Zealand Conference on Computer-Human Interaction

Personal document management describes the activities performed by an individual in creating, acquiring, organizing and maintaining collections of their documents. A study involving field studies and a survey of 115 participants was conducted in order to better understand the approaches people take to document management. Qualitative analysis of a field study and quantitative analysis of a survey were used together to develop a description of three major approaches to personal document management: a piling strategy, a filing strategy and a structuring strategy. A user persona was developed to exemplify each strategy; this persona description can be used as a design tool to guide the development of user interfaces for personal document management system. Specific user interface guidelines are suggested to support each of the three identified strategies.

2009-CHINZ-Personal-Document-Management-Strategies
Document label : 2009-CHINZ-Personal-Document-Management-Strategies (547 kB)
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How Do People Manage Their Documents?

How Do People Manage Their Documents? An Empirical Investigation Into Personal Document Management Practices Among Knowledge Workers

Personal document management is the activity of managing a collection of digital documents performed by the owner of the documents, and consists of creation/acquisition, organisation, finding and maintenance. Document management is a pervasive aspect of digital work, but has received relatively little attention from researchers. The hierarchical file system used by most people to manage their documents has not conceptually changed in decades. Although revolutionary prototypes have been developed, these have not been grounded in a thorough understanding of document management behaviour and therefore have not resulted in significant changes to document management interfaces.
Improvements in understanding document management can result in productivity gains for knowledge workers, and since document management is such a common activity, small improvements can deliver large gains. The aim of this research was to understand how people manage their personal document collections and to develop guidelines for the development of tools to support personal document management.
A field study was conducted that included interviews, a survey and file system snapshot. The interviews were conducted with ten participants to investigate their document management strategies, structures and struggles. In addition to qualitative analysis of semi-structured interviews, a novel investigation technique was developed in the form of a file system snapshot which collects information about document structures and derives a number of metrics which describe the document structure. A survey was also conducted, consisting of a questionnaire and a file system snapshot, which enabled the findings of the field study to be validated, and to collect information from a greater number of participants.
The results of this research culminated in (1) development of a conceptual framework highlighting the key personal document management attitudes, behaviours and concerns; (2) model of basic operations that any document management system needs to provide; (3) identification of piling, filing and structuring as three key document management strategies; (4) guidelines for the development of user interfaces to support document management, including specific guidelines for each document management strategy. These contributions both improve knowledge of personal document management on which future research can build, and provide practical advice to document management system designers which should result in the development of more usable system.

Personal document management is the activity of managing a collection of digital documents performed by the owner of the documents, and consists of creation/acquisition, organisation, finding and maintenance. Document management is a pervasive aspect of digital work, but has received relatively little attention from researchers. The hierarchical file system used by most people to manage their documents has not conceptually changed in decades. Although revolutionary prototypes have been developed, these have not been grounded in a thorough understanding of document management behaviour and therefore have not resulted in significant changes to document management interfaces.

Improvements in understanding document management can result in productivity gains for knowledge workers, and since document management is such a common activity, small improvements can deliver large gains. The aim of this research was to understand how people manage their personal document collections and to develop guidelines for the development of tools to support personal document management.

A field study was conducted that included interviews, a survey and file system snapshot. The interviews were conducted with ten participants to investigate their document management strategies, structures and struggles. In addition to qualitative analysis of semi-structured interviews, a novel investigation technique was developed in the form of a file system snapshot which collects information about document structures and derives a number of metrics which describe the document structure. A survey was also conducted, consisting of a questionnaire and a file system snapshot, which enabled the findings of the field study to be validated, and to collect information from a greater number of participants.

The results of this research culminated in (1) development of a conceptual framework highlighting the key personal document management attitudes, behaviours and concerns; (2) model of basic operations that any document management system needs to provide; (3) identification of piling, filing and structuring as three key document management strategies; (4) guidelines for the development of user interfaces to support document management, including specific guidelines for each document management strategy. These contributions both improve knowledge of personal document management on which future research can build, and provide practical advice to document management system designers which should result in the development of more usable system.

Sarah-Henderson-Doctoral-Thesis
Document label : Sarah-Henderson-Doctoral-Thesis (6 MB)
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