Problems & Strategies of Information Keeping & Management
Every human keeps or stores information. Some keep their information organized, others not. People encounter huge amounts of information daily, too much to store it all. There are various costs that prevent us from storing all the information we receive.
The more information we keep, the more management is required to keep all the information organised. Information needs to be organised so that people can obtain value from it. As with Management, exploitation is also a cost of storing all available information.
Information of low value should not be kept because it only makes the process of information retrieval more ...view middle of the document...
This would contribute to solving the problem of what information to keep & what to throw away. But some people, despite having a criteria to help them to decide what information to keep & what information to throw away, are bias toward preservation. Even after spending a lot of time to decide if information meets the criteria or not, people will still retain irrelevant information.
There are several problems that can lead to the accumulation of information. Information overload takes place when people have very little time to process all the information they take in. Information overload can cause that important information is never reached, set aside & accumulates indefinitely. People have problems with information overload, resulting in partial information analysis.
To put it simple, deferred evaluation is when people keep information just-in-case. People engage in deferred evaluation of what information to keep, resulting in the acquisition of large amounts of data that turn out to be excessive.
Even when people find time to examine newly acquired information, are they uncertain about the future value of that information & they postpone their discernment about utility until some future date. Some people defer the evaluation of incoming information on purpose so that time can pass & better informed choices can be made regarding the utility of information.
Another problem with deferred evaluation is that people seldom revisit their archives to rationalize them, so eventually the archives end up containing large amounts of information with no real value.
Why do we keep certain information? One possibility of why we keep certain information is uniqueness. Uniqueness is important in determining whether people will preserve certain documents. Unique data is associated with it’s archiver & often of high importance. Some unique data includes: notes, completed projects & legal documents.
A problem with keeping large amounts of information is the emergence of duplicates. But why would people keep copies of existing public files? One big reason is availability. That means the data are there at any time when you need it. Another reason is reminding. If the same information is right in front of you the whole time, you will feel that you need to do something about it.
Keeping email is different from keeping paper based files. Email is mostly actionable information whilst paper based information is informational. Most email messages are created by others, this makes it difficult for people to decide the level of importance of the information. Email is heterogeneous & this makes the decision of discarding or keeping information different from other types of information.
About one third of email received is informational mail. Informational email is treated in a similar way to paper based information. Like paper based information, judgement of the value of informational mail is very difficult thus the deferral strategy is used. Instead of wasting time in...