The character, value, and management of personal paper archives

ABSTRACT

We explored general issues concerning personal information management by investigating the characteristics of office workers' paper-based information, in an industrial research environment. we examined the reasons people collect paper, types of data they collect, problems encountered in handling paper, and strategies used for processing it. We tested three specific hypotheses in the course of an office move. The greater availability of public digital data along with changes in people's jobs or interests should lead to wholescale discarding of paper data, while preparing for the move. Instead we found workers kept large, highly valued papar archives. We also expected that the major part of people's personal archives would be unique documents. However, only 49% of people's archives were unique documents, the remainder being copies of publicly available data and unread information, and we explore reasons for this. We examined the effects of paper-processing strategies on archive structure. We discovered different paper-processing strategies (filing and piling)that were relatively independent of job type. We predicated that filers' attempted to evaluate and catergorize incoming documents would produce smaller archives that were accessed frequently. Contrary to our predictions, filers amassed more information, and accessed it less frequently than pilers. We argue that filers may engage in premature filing: to clear their workspace, they archives information that later turns out to be of low value. Given the effort involved in organzing data, they are also loath to discard filed information, even when its value is uncertain. We discuss the implications of this research for digital personal information management.

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INDEX TERMS

Primary Classification:
  H. Information Systems
  H.1 MODELS AND PRINCIPLES
      H.1.2 User/Machine Systems
          Subjects: Human factors

Additional Classification:
  H. Information Systems
  H.5 INFORMATION INTERFACES AND PRESENTATION (I.7)
      H.5.2 User Interfaces (D.2.2, H.1.2, I.3.6)
          Subjects: Evaluation/methodology

General Terms:
Human Factors

Keywords:
archiving, document management, filing, information retrieval, paper, personal information management