considerations for using personal information management (pim) software for data organisation in...

Qualitative Research Documentation: Considerations for using Personal Information

Management (PIM) software for data organisation in Doctoral Research

CAQRA 2011 2nd Asia-Pacific conference on Computer-Aided Qualitative Research

University of Macau, 24 & 25 Feb Macau, China 2011

Garry TanMEd. Mgt. with Dist. (UWA), BTech. ID (Monash) & Dip.Arch.Tech. (Singapore Polytechnic)

Doctoral Candidate, Doctor in Education (EdD)Graduate School of Education (GSE), University of Western Australia (UWA), Australia.

Senior LecturerSchool of Design (SDN), Nanyang Polytechnic (NYP), Singapore.

Aims & ObjectivesEvaluating the suitability and using Portable Applications (PAs), especially Personal Information Managers (PIMs) such as MyInfoPro for Qualitative Research Documentation.

Key TakeawaysChanges that brought about the use of Portable Applications (PA) and the Advantages of Portable Applications,Case study framework, information tree and 12 templates used for research documentation,Problems encountered and areas for improvement in research documentation.

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OVERVIEW

1. INTRODUCTION

2. LITERATURE REVIEW

3. METHODOLOGY

4. FINDINGS & DISCUSSION

5. SUMMARY & CONCLUSION

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1. INTRODUCTION

a) Background

b) Scope

c) Context

d) Benefits

Overview 2. Literature Review

1a. BackgroundGlobalization

Information: Easy access to information, technology and entertainment,

Markets: Creates a level competitive level playing field in the global marketplace.

TechnologyInternet: Change from Net 1.0 to Net 2.0 (Mobile Internet and Social Networking)

Backup: Global 1.0 start of transition to Global 2.0 (Cloud Computing)

Hardware: Widespread adoption of Net-books, Tablets & IPads

SecurityIncreased Security risk posed by viruses, malware, spyware etc.

Legal Awareness (i.e. Microsoft Office Software - office use)

Clearer definition of “Office” and “Personal” data


1b. ScopeResearch Limited to:

Portable Applications (PA)Personal Information Managers (PIMs), especially MyInfo ProResearch documentation for doctoral studiesCase Studies using Interviews and Focus GroupsDocumentation Protocol, Information Tree, Templates guided by Miles & Huberman (1994) and Robert K. Yin (2004 and 2009).


1c. Context

Part of Doctoral StudyIn the Qualitative Paradigm

Creative Industry, Applied Arts Stream, Product Design Specialisation

Focus Design Leadership & Management

Case study, In-depth Interviews

Focus group for triangulation


1d. BenefitsPeople most likely to benefit

Postgraduates/scholars currently in doctoral programs

Postgraduates/scholars who will or are currently conducting research in the qualitative paradigm using Case Study (In-depth Interviews & Focus Groups)

Researchers/scholars interested in problems with case study research documentations using computers


2. LITERATURE REVIEW

a. Keywords & Definitions

b. Problems

c. Advantages

d. Approach

Overview 3. Methodology

2a. Keywords & DefinitionsAccording to Wikipedia:

PIM SoftwareA type of application software that functions as a personal

organiser, to facilitate the recording, tracking, and management of certain types of “personal information”.

Portable Software/ ApplicationsA class of software that is suitable for use on portable devices

such as a USB Flash drive (thumb-drive), digital audio player, or PDA with “drive” mode.

To be considered portable, the application must not require formal installation, have settings that are stored and carried around with the flash drive, and leaves zero (or near zero) “footprint” on any PC it runs on after being used.


2b. Problems EncounteredTransition to Portable Apps:

Increase use of Tablets/ IPadsPervasive use of Broadband & Mobile InternetTransition from Global 1.0 to 2.0Freeware, Shareware, and Application downloadPersistent threats from virus, spyware, phishing & Info. theft malwaresIncrease in Office Security Protocols:

Robust server firewall & frequent network scanningRemoval of administrator rights for office computersIncreasingly security for office computers browsersIncreasingly customised interfaces (office softwares)Distinction between internal & external dataMicrosoft legal requirements (only office use)


2c. PA AdvantagesAdvantage of Portable Apps:

Stability of flash drives (no crashes)

Softwares activates quickly and directly from flash drives (thumb-drives)

Does not need administrator rights to run software, leaving little or no footprint

Small file size and can be exported to RTF files for data analysis

Full doctoral database is easily backed up into flash drives (thumb-drive)

No need for multiple backups in different machines


2d. ApproachDocumentation Approach:

References taken from:

Halpern’s 6 Audit Trial Categories (Lincoln & Guba1985:319)

Robert K. Yin’s (2003:74) Level of Questions

Documentation Framework

1. Intentions & Dispositions

2. Case Study Questions

3. Field Procedures

4. Pilot Study

5. Case Study Report Outline


3. METHODOLOGY

a) Keyword Search

b) Project Considerations

c) Selection Criteria

d) Software Selected/ Software Rejected

Overview 4. Findings & Discussion

3a. Keyword Search

Google Keyword SearchPersonal Information Manager (PIM) Software

File Management (FM-Windows) Software

Portable Applications (PA)

Wikipedia SearchPersonal Information Management Software

Portable Software


3b. Project ConsiderationsAccording to Miles & Huberman (1994: 313) “How to choose

Software”

What kind of computer user are you?Between Level 1 (Novice) & Level 2 (Intermediate)

What kind of database and Project is it?Data Sources: Single or MultipleCases: Single or MultipleRecords (documents): Fixed or RevisedOrganisation: Structured or OpenEntries (Not only Interviews): Uniform or DiverseDatabase Size (Obsolete) : Big or Small

What kind of Analysis is anticipated?Research Nature: Exploratory or ConfirmatoryCoding Scheme: At start or EvolvingCode Overlap: Single or MultipleCode Comparison: Single pass or IterativeAnalysis Fineness: Words/Lines or PagesData Context: Words/ Lines or PagesData Display: Yes or NoParadigm: Qualitative, with less need for numbers.


3c. Selection Criteria

Software Selection CriteriaPortable application (installed in Flash Drives)

Little or No footprint (leaves nothing in PC after use)

No limitation of file sizes or database sizes

Flexible data organiser (does not impose any format, structure or hierarchy on data)

Strong links, hyperlinks & information capture from web


3d. Software SelectedRejected PIM Apps:1. ZootXT Beta

2. AZZ CardFile

3. DocPoint

4. MyNotesKeeper

5. VitoLab

6. The Brain

File Management:1. Directory Opus

2. Servant Salamander

3. Total Commander

4. XYplorer

5. FreeCommander

4. Findings & Discussion

Selected PIM Apps:1. MYINFOR PRO

(MYLINEX SOFTWARE)

$89.95

2. PERSONAL KNOWBASE$49.90

3. TREEPAD BIZ$49.90

4. ESSENTIALPIM$39.95

5. ALLMYNOTES

(VLADONAI SOFTWARE)

$34

Overview

4. FINDINGS & DISCUSSION

a) Characteristics of PA

b) Characteristics of PIM

c) MyInfo-PRO Benefits

d) Templates for Documentation

e) Information Tree

f) Issues Encountered

Overview 5. Summary & Conclusion

4a. Characteristics: PACharacteristics of Portable Application Softwares:

Portable application with little or no footprint

Data organiser (Freeform or Tree hierarchy) with strong links & hyperlinks, captures and organises web information

Most has search and cross-reference key-word searches to facilitate data retrieval

Built-in text editor and may have spell-check and thesaurus functions

Better software has AES 256-bit encryption

May also have MSOffice and Adobe PDF integration


4b. Characteristics: PIMCharacteristics of PIM Software:

CalendarTo do listNotesContactsEmailsPasswords, andGeneral information manager

Advanced encryptionSticky notesMultiple user accessSynchronisation & Data BackupGlobal cross-linking & attachments (photos, music, documents)Global searchImport/ Export functions


4c. MYINFO PRO BenefitsMYINFO PRO assisted Researcher with

Documentation by:1. Information Portability allowed researcher to work seamlessly

between work and home

2. Facilitate research referencing with quick retrieval of multiple types of Information (MSOffice, Adobe PDF, JPEG, etc)

3. Enhance documentation with specialised template function

4. Allow researcher to focus on research instead of fussing over the type and quality of information required at each stage

5. Provide researcher a visual indication of progress of each case study documentation

6. Allow the researcher to prioritize documentation process

7. Facilitate easy backup with small file size

8. Facilitate research audit with easy to export to RTF format


4d. TemplatesTemplates for Research Documentation

1. Research Protocol2. Flow of operations3. Interview Transcript4. Debriefing Notes5. Interview Guide6. Demographic Information

Templates for Field Work (Generic)a. Field Notesb. Reflective Journalsc. Memos

Templates for Progress Reporti. Meeting Recordii. Progress Reportiii. Informal Member Check


4e. Information Tree1. Research Protocol (RSP)

Protocol used in research

2. Flow of Operations (FOP)Documentation of the research process

3. Interview Transcripts (IVT)Hyperlinked to Voice data & Interview Transcripts

4. Debriefing Notes (DBN)Peer and Researcher debriefing notes

5. Reflective Journal (RFJ)Interviewer’s reflection of interview and its processes

6. Interview Guide (IVG)Interviewer’s summary of each case study


4f. Issues EncounteredIssues encountered when using MYINFO PRO for

Research Documentation:

Earlier StagesNaming conventions & numbering systems

Time consuming process to customize & set up

Duplicate information in different templates

Changes cascade throughout various templates

Constant reformatting of templates to standardise

Later StagesIndividual cases & Information tree changes

Does not respond to changes easily after documentation begins


5. SUMMARY & CONCLUSION

a) Summary

b) Area for Improvement

c) Recommendations

Overview Question & Answers

5a. SummaryFeatures of Future Qualitative Research

Documentation will be influenced by:

1. Global 2.0 (“Out”, “Crowd”, to “World” sourcing)Beginning of Increasing Global Business Transactions

2. Net 2.0: (Cloud Computing/ Social Networking)Move towards Cloud Computing & Social Networking

3. Hardware: (Mobile Internet enabled)Smarter (Intelligent), Intuitive (Ease of use), & Internet-enabled

4. Software: (Increasingly Portable)Portable, Web-based Application with Renting Paradigm


5b. Area for ImprovementGeneral Observations:

1. Standardized templates serves as reference point but there are many variations of case study methods.

2. Open documentationprocedures coupled with an evolving coding process poses one of the toughest challenges

3. Facilitate contemporaneous research documentation for postgraduate students

4. Better integration with mobile internet to make full use of the possibility of cloud computing

5. Good hyper-linking features is a good start.

Overview

Area for Software Improvements:

� Need to verify if additional templates are required

� Need to verify if a flexible documentation approach can be achieved

� Better integration with word processing software (PIM and portable software with MSOffice and Sun’s Open Office (open source preferred))

� Use of cloud computing to back up research database

� Better data analysis and display features

Question & Answers

5c. RecommendationsResearch Documentation software:1. Requires more research, experimentation and sharing,

2. Should consider move to portable application, especially popular “Desk-bound” Qualitative Research software,

3. Should perhaps consider strategic directions towards open source and better integration with word processing, dictionary, thesaurus, translation and similar functions,

4. Should make full use of cloud computing for better data integration and retrieval and social networking to facilitate more active participant involvement and demographic information gathering, and

5. Should incorporate more advanced qualitative research features like analysis and display features with its Hyper-linking feature remaining its core strength.

References from: Miles & Huberman (1994) Halpern’s audit and Robert K. Yin (2004 and 2009) Case Study: Level of questions


Garry TanMEd. Mgt. with Dist. (UWA), BTech. ID (Monash) & Dip.Arch.Tech. (Singapore Polytechnic)

Doctoral Candidate, Doctor in Education (EdD)

Graduate School of Education (GSE)

University of Western Australia (UWA)

Australia

School of Design (SDN)

Nanyang Polytechnic (NYP)

Singapore

[email protected]

+65 81801367

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Presented at the Asia-Pacific conference on

Computer-Aided Qualitative Research

24 & 25 Feb 2011, Macau SAR

For more information about our upcoming conferences

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