Blog 1: Information seeking, Classification and Organisation

Blogs

1. Use the pearl growing method for information seeking to search for information about “Electronic Record and Documents Management” and “Digital Asset Management”. 

a) Describe what you found/learnt about “Electronic Record and Documents Management” and “Digital Asset Management”.

Electronic Document and Record Management System, which is abbreviated as EDRMS, is a form of content management system that holds all online or offline documents and records within the system as digital documents. With this integrated system, organisations will be able to easily manage their documents and records till the end of the document life-cycle.

Digital Asset Management (DAM) basically refers to the management of digital assets. Digital assets are generally images, graphics, logos, animations, audio and video clips, and any other useful digital files. Digital files are termed as assets only when ‘its environment contains additional information outside of the file’. In short, “it is any form of media that has been converted into an electronic (binary) format that has a ‘value’ to a company”. There exists many companies that offer DAM to users, such as Adobe.

Comparing the definitions of these two content management systems, it seems that they both possess similar functionalities. However, DAM is more likely a subset of EDRMS, whereby it only manages digital media, while EDRMS manages everything under the sun, from paper to digital.

The benefits associated with EDRMS are also quite different from that of DAM. For example, EDRMS helps to ‘remove paper from the records management cycle’ and ‘eliminate redundant and duplication of paper’, as nowadays, organisations are moving towards a paperless working environment. Whereas, DAM targets mostly at individuals such as photographers. They promote this system as helping creative individuals to be time-efficient and create a proper filing system for their photos.

b) Describe your experience with using the pearl growing method and the processes you undertook.

As a habit, when I want to find out more information about a certain topic, I’ll always use Google as my preferred search engine and input the exact keyword. In this case, it’s ‘Electronic Record and Document Management System’. When the search results are out, I realized that there’s actually an abbreviation for it. Also, it seems like it’s a standard to call it ‘Electronic Document and Record Management System’ rather than the other way around. However, the meaning of the term did not change so it didn’t really matter to me. I always start with reading the Wikipedia since it is able to give me a general idea of what I’m going to expect since I’m totally new to this term. After getting a rough idea, I proceed to read the next few links, I read the short metadata description below, and the kind of information I get is who uses EDRMS, why they use it, what benefits they can get from it. And of course, the different kinds of softwares that are available that can cater to large organisations.

When I have reached the bottom of the page, there are the related searches and page numbers. Since I felt that the information is kind of similar, I decided to deviate a little by looking at other searches related to my current search.

Likewise for DAM, I executed a similar approach to learn more about the content management system and made a comparison between the both of them as I’m curious whether they are similar systems catering to similar target audiences or something different.

2. Arrange the following list in alphabetical order then answer the questions below. You should look to the literature and existing theory to justify your answers.

  • El Paso, Texas
  • Saint Nicholas, Belgium
  • The Lord of the Rings
  • Newark, New Jersey
  • XVIIme siècle
  • .38 Special
  • 1001 Arabian Nights
  • The 1-2-3 of Magic
  • Albany, New York
  • #!%&: Creating Comic Books
  • St. Louis, Missouri
  • The Hague, Netherlands
  • $35 a Day Through Europe
  • H20: The Beauty of Water
  • Plzen, Czech Republic
  • New York, New York

Arranged in alphabetical order:

  • #!%&: Creating Comic Books
  • $35 a Day Through Europe
  • .38 Special
  • The 1-2-3 of Magic
  • 1001 Arabian Nights
  • XVIIme siècle
  • Albany, New York
  • El Paso, Texas
  • H20: The Beauty of Water
  • The Lord of the Rings
  • New York, New York
  • Newark, New Jersey
  • Plzen, Czech Republic
  • Saint Nicholas, Belgium
  • St. Louis, Missouri
  • The Hague, Netherlands

a) Did you put ‘The Hague’ under T or H? Why?

T, because initial articles in place names are generally retained (The Hague is the seat of government in Netherlands).

b) Did you put ‘El Paso’ under E or P? Why?

E, because my readers are English-speaking, they might not know that ‘El’ means ‘The’ in Spanish. They are likely to think of these titles with the articles, therefore it is acceptable to alphabetise under the article.

c) Which came first in your list, ‘Newark’ or ‘New York’? Why?

New York, because the space takes on a higher precedence than symbols, numbers or letters.

d) Does ‘St. Louis’ come before or after ‘Saint Nicholas’? Why?

It depends. There’s 2 ways of sorting these: word-by-word or letter-by-letter. If you’re sorting word-by-word, St. Louis will come before Saint Nicholas. If you’re sorting letter-by-letter, then Saint Nicholas will come before St. Louis. St. is technically only an abbreviation of Saint. Users tend to sort via word-by-word because it keeps headings with the same word or phrase together. However, in the Chicago Manual or other style guides, letter-by-letter is the preferred system as people are already familiar with it because this system is used in most dictionaries and encyclopaedias. In my case, I’m sorting word-by-word.

e) How did you handle numbers, punctuation, and special characters?

I refer to the ASCII code. Punctuation comes first, followed by numbers then special characters. In this case, ‘#’ comes before ‘$’ and ‘$’ comes before ‘.’, and that’s how I derived the order. And also, “The 1-2-3 of Magic” comes before ‘1001 Arabian Nights’ because ‘-‘, which is a punctuation, has a higher precedence than numbers, in this case ‘0’.

ASCII Code

Demonstrate the order of precedence in ASCII Code

f) Assuming the italicised terms are book titles, what might be a more useful way to organise this list?

If they are book titles, we can organise them according to the Dewey Decimal System. “#!%&: Creating Comic Books” is most likely a non-fiction book falling under 740 Drawing and “H20: The Beauty of Water” may fall under 610 Medical Science. These books will be further classified into more specific categories and also by authors.

g) If the cities represent places you’ve visited and the book titles are ones you’ve read, how could chronology be used to order the list in a more meaningful way?

I would sort them chronologically (year, month, date) from the latest to the oldest, then by the titles alphabetically if they happened to be read on the same date.

Eg 1:

  • 2014-08-13     Newark, New Jersey
  • 2014-07-22     Albany, New York
  • 2014-07-13     The Hague, Netherlands
  • 2014-06-03     Plzen, Czech Republic
  • 2014-06-03     St. Louis, Missouri
  • 2014-06-02     Saint Nicholas, Belgium
  • 2014-04-11     New York, New York
  • 2014-03-12     El Paso, Texas

Also, I can first group these countries geographically into US and Europe and work out the chronology.

Eg 2:

US

  • 2014-08-13     Newark, New Jersey
  • 2014-07-22     Albany, New York
  • 2014-04-11     New York, New York
  • 2014-03-12     El Paso, Texas

Europe

  • 2014-07-13     The Hague, Netherlands
  • 2014-06-03     Plzen, Czech Republic
  • 2014-06-03     St. Louis, Missouri
  • 2014-06-02     Saint Nicholas, Belgium

Eg 2 will be a better way of representing since I’ll know which countries in US or Europe have I conquered.

3. Seek out and provide screen shots of web sites that are examples for each of the following organisation schemes:

a) Topic/Subject

smashing magazine

This demonstrates a topic-oriented website by classifying web design topics into coding, design, mobile, graphics, etc.

Smashing Magazine is basically a magazine that discusses about anything web and design related. They have a wealth of information and it’s important to categorise them according to topics so that readers can access the information easily.

b) Task

marcella custom

This demonstrates the involvement of users to follow a set of tasks to do something, in this case, customising a shirt

Marcella Custom organises its content into a collection of tasks. The designer designed the website in a way that the users can choose to customise the looks of the shirt via patterns, collars, sleeves and buttons.

c) Audience

griffith university home page

Using Griffith Uni’s home page as an example of how students navigate through the website to look for their course resources. This demonstrates an audience-oriented website.

Griffith University has defined 6 types of audiences who will visit their sites — future students, current students, international students, staff, research and alumni. Each section in the menu leads to a smaller, audience-specific mini-site that presents only information that is of particular interest to that segment of audience.

d) Metaphor

vintage patisserie

Vintage Patisserie is a metaphoric website. They made use of all those vintage illustrated elements such as the 70s lady, the rabbit and the fireplace to portray a vintage feel

The use of the 70s lady, the rabbit, brick-wall fireplace, the vintage suitcases and telephone helps us to understand the new by relating it to the familiar.

e) Hybrid

facebook

Facebook as a hybrid organisation scheme

Facebook looks very complex as it consists of many organisation schemes put together. There’s the search function, an audience-oriented scheme and a topical scheme. It takes time to get used to this layout, but once you’re familiar with it, you’ll be able to navigate around easily. It is one of those successful organisation schemes that works well with many people. However, users are normally not satisfied when Facebook decided to change it’s layout like the timeline or changing the notifications, messages and friend requests from the left to the right.


References

  1. Vision and Beyond
  2. Nature Photographers
  3. Widen
  4. Enterprise Content Management
  5. Martin Tulic
  6. The Chicago Manual of Style Online
Advertisements

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s