Blog 1

Information Seeking, Classification, and Organisation

 

Question 1. a) 

Electronic Record and Documents

Management System

Electronic Records and Document Management System is a software program that helps and manages with the creation, storage and control documents electronically[1]. A typical  ERDMS provides the functionality of tracking and managing documents ranging from spread sheets, word documents, images and records of people or corporations among other categories. The primary use for the system is to make sure you have all the relevant documents available whenever needed by you or your organization.

The two major parts of the management system are:

Document Management: The document management module focuses on the access and use of all sorts of documents created by using word processors, scanned copies or images etc.

Record Management: The record management is concerned with the track of timeline of activities that may include business logs, receipts of financial activities and other similar transactions.

Some of the primary benefits of such a system include the following:

  • accessibility of documents and records across the business firm regardless of spatial locations
  • the ability to search through logs of records efficiently
  • easy transfer of records whenever needed
  • better management/indexing of physical documents

Digital Asset Management

Digital Asset Management refers to the collection and management of rich media files which broadly include photos, music, videos, animations, podcasts and other multimedia content[5].

DAM like the ERDMS is the process of creating an infrastructure that provides the functionality of searching and retrieving desired media files whenever needed. It consists up of a metadata database which contains all the necessary information about the stored documents. It makes it easier for the users to get the documents using keywords related to the required media.

At the same time, the Digital Asset Management also deals with the area of safety of data and copyright issues. The use of digital signatures along with the storage of documents makes sure the owners get to reserve their right of ownership of the data. It also ensures to highlight any activity of copyright infringement by continuously checking if someone used the media online without the owner’s permission.

Comparing the two data management areas, we can say that both overlap in their role and functionality in digital media to some extent. Where ERDMS are the systems that help businesses manage the large amounts of data whether online or physical, DAM is concerned with the management and security of intangible data owned by individuals or companies for that matter.

Question 1. b) 

My experience with pearl growing method

We used the pearl growing model (where a user starts the search with one or more documents relevant to the query) in order to research for ERDMS and DAM. While following this model, the first thing that I realised was that we all have been using this model for a long time, only without knowing the name of the technique. Almost all of us use Google as the primary source of information nowadays. I also followed the same sequence where I search for the aforementioned terms in Google and then followed the links that were produced by the Google Search. I found pretty good and relevant documents or websites which provided most of the necessary information about ERDMS and DAM.

While writing the answers to both terminologies, I used those sources to quote the definitions and summarized the rest of the details in my own words since the searched documents had a lot of information. This is a good technique to follow when you are sure that you will get relevant information about the topic you are researching. All in all, this method helped me get an overview of the two terms at first and then I could search more data once I knew the basics.


Question 2. 

List in Alphabetical Order

  • #!%&: Creating Comic Books
  • $35 a Day Through Europe
  • .38 Special
  • 1001 Arabian Nights
  • Albany, New York
  • El Paso, Texas 
  • H20: The Beauty of Water
  • New York, New York
  • Newark, New Jersey
  • Plzen, Czech Republic
  • St. Louis, Missouri
  • Saint Nicholas, Belgium
  • The 1-2-3 of Magic
  • The Hague, Netherlands
  • The Lord of the Rings
  • XVIIme siecle
  1. Did you put ‘The Hague’ under T or H? Why?

    Since The Hague is the name of a city in Netherlands and The is part of the name I put it under T.

  2. Did you put ‘El Paso’ under E or P? Why?

    Similar to the first case, El Paso was put under E since El is part of the name (meaning The in English).

  3. Which came first in your list, ‘Newark’ or ‘New York’? Why?

    In my list, New York is going to come before Newark because of the space character which according to ASCII characters, comes before A.

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

    St. Louis is the name of the city. I put it before Saint Nicholas because St. is the abbreviation of Saint and since both of the first words are same, we will compare the second words in the names. So, Louis comes before Nicholas.

  5. How did you handle numbers, punctuation, and special characters?

    According to the guidelines of NISO (National Information Standards Organization), I put the special characters first, followed by the punctuations and then the numbers.

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

    A more useful way to organise the list of the books would be to first separate the list of books and then arrange them in alphabetical order according to their names.

  7. 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?

    Chronology can be used to organise the list in such a way that we can make two different sections for books and cities, and then place them in the order of read first or visited first.


Question 3.

Organization Schemes

1. Topic/Subject

1

This website comes under the Topic/Subject scheme because it separates different areas of news in the horizontal menu according to the interests of the readers.

2. Task

2

This website allows users to perform the task of searching for flights, cars or hotels based on the data entered.

3. Audience

3

Apple’s website is designed following the Audience scheme to let the visitors see the necessary details of all their products, all in one place.

4. Metaphor

4

This website uses the metaphor design of a piano in order to let users play the keys just like a normal piano keyboard.

5. Hybrid

5

eBay’s website is a good example of the Hybrid scheme since it allows the topic wise organization along with the option to perform task of searching and shoping, and the ability to extend information to the audience.

 

References:

[1]          http://www.edms.net/

[2]          http://www.nas.gov.uk/recordKeeping/ERGuidance/ERMSystems.asp

[3]          https://docs.google.com/viewer?url=http%3A%2F%2Fwww.naa.gov.au%2FImages%2FEDRMS-key-considerations_tcm16-47289.pdf

[4]          http://www.aiim.org/What-is-ERM-Electronic-Records-Management

[5]          http://searchcontentmanagement.techtarget.com/definition/What-is-digital-asset-management

[6]         https://docs.google.com/viewer?url=https%3A%2F%2Fnet.educause.edu%2Fir%2Flibrary%2Fpdf%2FDEC0203.pdf

[7]       http://www.niso.org/publications/tr/tr03.pdf

 

 

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