Friday, 15 August 2014

Blog 1 – Information Seeking, Classification, and Organisation

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 Record and Documents Management
Electronic Record and Documents Management is performed in order to handle records and documents from when they are produced until the end of their life. Many organisations implement software in order to effectively undertake electronic record and documents management. For many large organisations import documents must be managed affectively, including version control in order to meet legal and regulatory obligations.(What is Electronic Records Management (ERM)?, 2014)
Electronic documents and records management systems...

  • Create
  • Capture
  • Describe
  • Secure
  • Retrieve
  • Access and use 
  • Keep, destroy or transfer 

There are several associations that develop standards and provide information on Electronic Record and Documents Management these include.
  • Association for Information and Image Management (AIIM)
  • Association of Records Managers and Administrators (ARMA International)
  • Records Management Society (RMS)

Digital Asset Management
Digital asset management is the way you manage any form of digital asset by utilising metadata to give the assets detailed which can then be used to catalogue it. The digital assets can be files, images, audio and visual assets in a variety of formats.(What is Digital Asset Management?, 2014)
These digital assets can be managed by a Digital Asset Management System (DAMS) which uses the metadata to make the assets easily accessible and organised. Many of these systems will be designed to be used in a certain context for organisations that store certain types of assets.(What is Digital Asset Management?, 2014) An example could be a security company that needs to store video surveillance for 3 years before disposing of the footage. A system could be put into place to manage, backup, dispose and search the assets to make the companies tasks easier.
Digital Asset Management System will include partial or all of the following functionality...
  • Organizing digital assets
  • Manipulating digital assets (converting, merging, collating)
  • Searching for a digital asset
  • Verifying the integrity of digital assets
  • Delivery and distribution of digital assets
  • Securing digital assets - including copyright protection mechanisms
  • Backing up digital assets
    (What is a Digital Asset Management System (DAM)?, 2011)
Many systems will be specifically designed for certain industries and there specific needs.

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

I used the Pearl growing method to research the above topics. I utilised Googles related:[] functionality to find similar articles. I first found articles and sites that had information that I felt was appropriate to explain the topics and used the related function to find a selection that Google determined related. This was very successful however I did find some of the information was too similar so I didn't find much variety which I usually like when researching. I tried this method with both an article and a standard website, the article provided better results than the website because the first page of the search for the website only supplied links to different pages of the same site. I believe this would be a good tool to use in conjunction with other methods as well depending on what you were searching for. 

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. 


List

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

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

'The Hague' was put under H, words such as 'a' and 'the' have no meaning and are best left out when ordering alphabetically.

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

'El Paso' has been placed under E. El Paso is the name of a place so it needs to remain a complete word to make sense.

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

'New York' came before 'Newark' as the space in 'New York' has precedence over the a in 'Newmark'.

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

'Saint Nicholas' comes before 'St. Nicholas' because the a in 'Saint Nicholas' comes before the t alphabetically as they are written in the list. A improved list would have a consistent way of displaying 'saint'.

e) How did you handle numbers, punctuation, and special characters? (Justify your answer.) 

I handled any special characters by using ascii code, ascii code includes all the necessary characters and is a formalised approach to displaying a list.

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

Due to the information being from several different categories, it would be better to organise the information in an ambiguous organization scheme. This would mean grouping the books together in alphabetical order. (Morville and Rosenfeld, 2007)

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? (Justify your answer.) 

Chronology could be used to organise the books by publishing date and the places as date visited. They could be ordered with the most recent first  or last depending on how the information was going to be used.

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


Topic/Subject 

This website meets the criteria to be a Topic/Subject website as it clearly categorises products by topics within its navigation. This fits the description in 'Information Architecture For The World Wide Web' (Morville and Rosenfeld 2007, p. 63)" While few web sites are organized solely by topic, most should provide some sort of topical access to content"
















Task 

The purpose of this site is to create a T-Shirt, in order to do this the user needs to perform a series of tasks which are stepped out under the navigation. This site fulfils the criteria of a task orientated scheme as it’s possible to anticipate a limited number of high-priority tasks that users on this site will want to perform. (Morville and Rosenfeld, 2007) 
















Audience 

There are two audiences that are identified in the Qantas site, these are everyday travellers and Business travellers. There are two different interfaces for these different travellers, suited to their different needs. It would be common place for visitors to bookmark their appropriate section of the site depending on their needs which is common place with audience organisational structures. (Morville and Rosenfeld, 2007) 















Metaphor

The Unquoted website uses metaphor's for their navigation. Symbols are used instead of words but it is still easy to understand and navigate. The metaphors in this site are very common for the audience of this site, if someone unfamiliar with the content entered the site it could be a confusing form of navigation for the user. (Morville and Rosenfeld, 2007) 















Hybrid

The hybrid approach can be seen in the PlayCollectables site as it has examples of both topic/subject and audience in its navigation. This helps people access the products they need by meeting different criteria, using hybrid approach for different sections of the website makes different tasks easier for the user. (Morville and Rosenfeld, 2007) 














References

Morville, P & Rosenfeld, L 2007, Information Architecture For The World Wide Web, 
O’Reilly Media, California.

Porter-Roth, B 2006, Applying Electronic Records Management in the Document Management Environment: An Integrated Approach, viewed 13 August 2014, <http://docushare.xerox.com/pdf/docushare_RM_whitepaper.pdf>.

What is a Digital Asset Management System (DAM)? 2011, viewed 13 August 2014, <http://www.contentmanager.eu.com/dam.htm>.

What is Digital Asset Management? 2014, viewed 13 August 2014, <http://www.widen.com/the-dam-basics/what-is-digital-asset-management/>.

What is Electronic Records Management (ERM)? 2014, viewed 13 August 2014, <http://www.aiim.org/What-is-ERM-Electronic-Records-Management>

1 comment:

  1. I think we should use your screenshots and organization schemes section as it the the best written and the screen shots are the easiest to identify the scheme

    ReplyDelete