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Personal Information Management PDF

341 Pages·2007·14.89 MB·English
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Jones P\ijfIee]XfcidXMkX`efXe^\d\ek + Edited by William Jones + Jaime teevan teevan in an ideal World, everyone would always have the right information, in the right form, with the right context, right when they needed it. Unfortunately, we do not live in an ideal world. this book looks at how people in the real world currently manage to store and process the massive amounts of information that overload their senses and their systems daily, and discusses how tools can help bring these real information interactions closer to the ideal. Personal information management (PiM) is the practice and the study of the activities people perform to acquire, organize, maintain, and retrieve information for everyday use. PiM is a growing area of interest as we al strive for beter use of our limited P < I J F E 8 C personal resources of time, money, and energy, as well as greater workplace effciency and productivity. one chalenge is that personal information is curently fragmented acros electronic I E = F I M 8K I F E documents, email messages, paper documents, digital photographs, music, videos, instant messages, and so on. each type of information is organized and used differently to complete diferent tasks and to fulfl disparate roles and responsibilities in an M 8 E 8 > < M < E K individual’s life. existing PiM tools are partly responsible for this fragmentation. they can also be part of the solution that brings information together again. a major contribution of this book is the integrative treatment of PiM-related research. PIM “Jones and teevan have put together a fabulous resource on the subject of managing personal information. With the excellent contributions of their notable guest authors, they look at all angles of the problem of keeping track of everyone and everything in our lives. they’ve done a thorough investigation and it shows that we have a long journey ahead to handle the torrent of emails, calendars, contacts, bookmarks, and everything else that deluges us regularly. this book will become the seminal reference for anyone thinking about how we solve this critical problem.” — AXi\[M, %UserJ ingterffafce cengineering N`cc`X dis a reAsefarceh \asjsociate professor in the information school at the University of Washington, seattle. AX`d\\m isKX ae researcher in the Context, learning, and User experience for search (ClUes) group at Microsoft research, redmond, Washington. the contributors include scholars from major universities and researchers from companies such as Google, ibM, and Microsoft research. e d i t e d by isbn: 978-0-295-98737-8 LEIM<IJIKPF=N8P JI?<IJEJ>KFE N ICC I8 MAFE"<AJ8I MK<<<M8E seattle and london www.washington.edu/uwpress book design by ted Cotrotsos PIM pb cover final.indd 1 7/12/07 12:25:45 PM P <IJFEIE8=CFIM8KIFM 8EE8><M<EK Personal Information Management Personal Information Management Edited by William Jones and Jaime Teevan University of Washington Press Seattle and London We dedicate this book to our mothers, Lorna L. Buckingham-Jones and Connie M. Teevan © 2007 by the University of Washington Press Printed in the United States of America Designed by Ted Cotrotsos 12 11 10 09 08 07 5 4 3 2 1 All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopy, recording, or any information storage or retrieval system, without permission in writing from the publisher. University of Washington Press P.O. Box 50096, Seattle, WA 98145 U.S.A. www.washington.edu/uwpress Library of Congress Cataloging-in-Publication Data Personal Information Management / edited by William Jones and Jaime Teevan. p. cm. Includes bibliographical references and index. ISBN-13: 978-0-295-98755-2 (hc : alk. paper) ISBN-13: 978-0-295-98737-8 (pbk. : alk. paper) ISBN-10: 0-295-98755-3 (hc : alk. paper) ISBN-10: 0-295-98737-5 (pbk. : alk. paper) 1. Personal Information Management. I. Jones, William P., 1952 – II. Teevan, Jaime. HD30.2.P472 2007 650.1—dc22 2007010636 This book is printed on New Leaf Ecobook 50, which is 100 percent recycled, containing 50 percent post-consumer waste, and is processed chlorine free. Ecobook 50 is acid free and meets the minimum requirements of ANSI/NISO Z39~V48~W1992 (R1997) (Permanence of Paper). Contents 1. Introduction, 3 William Jones and Jaime Teevan Part I. Understanding Personal Information Management 2. How People Find Personal Information, 22 Jaime Teevan, Robert Capra, and Manuel Pérez-Quiñones 3. How People Keep and Organize Personal Information, 35 William Jones 4. How People Manage Information over a Lifetime, 57 Catherine C. Marshall 5. Naturalistic Approaches for Understanding PIM, 76 Charles M. Naumer and Karen E. Fisher Part II. Solutions for Personal Information Management 6. Save Everything: Supporting Human Memory with a Personal Digital Lifetime Store, 90 Desney Tan, Emma Berry, Mary Czerwinski, Gordon Bell, Jim Gemmell, Steve Hodges, Narinder Kapur, Brian Meyers, Nuria Oliver, George Robertson, and Ken Wood 7. Structure Everything, 108 Tiziana Catarci, Luna Dong, Alon Halevy, and Antonella Poggi 8. Unify Everything: It’s All the Same to Me, 127 David R. Karger 9. Search Everything, 153 Daniel M. Russell and Steve Lawrence 10. Everything through Email, 167 Steve Whittaker, Victoria Bellotti, and Jacek Gwizdka 11. Understanding What Works: Evaluating PIM Tools, 190 Diane Kelly and Jaime Teevan v CONTENTS Part III. PIM and the Individual 12. Individual Differences, 206 Jacek Gwizdka and Mark Chignell 13. Personal Health Information Management, 221 Anne Moen Part IV. PIM and Other People 14. Group Information Management, 236 Wayne G. Lutters, Mark S. Ackerman, and Xiaomu Zhou 15. Management of Personal Information Disclosure: The Interdependence of Privacy, Security, and Trust, 249 Clare-Marie Karat, John Karat, and Carolyn Brodie 16. Privacy and Public Records, 261 Michael Shamos 17. Conclusion, 269 William Jones and Jaime Teevan Acknowledgments, 276 Bibliography, 277 Contributors, 315 Index, 317 vi Personal Information Management 1 Introduction _____________________________________________________________ William Jones and Jaime Teevan In his autobiography (1790), Benjamin Franklin describes thirteen virtues. The third, Order, was the one that gave him the most trouble: “Order . . . with regard to places for things, papers, etc., I found extreamly [sic] diffcult to acquire.” Over two hundred years later, order continues to be an elusive goal—especially as this relates to the information that impacts us in our daily lives. Personal information management or PIM is both the practice and the study of the activities people perform to acquire, organize, maintain, retrieve, use, and control the distribution of information items such as documents (paper-based and digital), Web pages, and email messages for everyday use to complete tasks (work-related and not) and to fulfll a person’s various roles (as parent, employee, friend, member of community, etc.). Concerns about PIM have probably been with the human race since our ancestors frst began to make drawings on the walls of caves. However, the modern dialog on PIM is generally thought to have begun in 1945 with Vannevar Bush’s description of a “memex” as a “device in which an individual stores all his books, records, and communications, and which is mechanized so that it may be consulted with exceeding speed and fexibility” (Bush 1945). The phrase “Personal Information Management” was frst used in the 1980s (Lansdale 1988a, b) in the midst of general excitement over the potential of the personal computer to greatly enhance the human ability to process and manage information. The 1980s also saw the advent of so-called PIM tools, with basic support for the management of appointments, to-do lists, and contact information. Interest in PIM has increased in recent years; it is now not only a hot topic but also a serious area of inquiry focusing the best work from a diverse set of disciplines including cognitive psychology, human-computer interaction, data- base management, information retrieval, and library and information science. Renewed interest in PIM is double-edged. On one side, the pace of improvements in various PIM-relevant technologies gives us reason to believe that some visions of PIM may soon be realized. Digital storage is cheap and plentiful. Better search support can make it easy to pinpoint the information we need. The ubiquity of computing and the miniaturization of computing devices 3

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