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Management of information
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Objectives
• Discuss the benefits of good management practice
• Present reference management tools
• Present bookmark management tools
• Explain some information management techniques
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Expected outcomes
• At the end of this module, one should be able :
– To understand the importance of properly managing information resources
– To store information in a reference management software
– To edit information stored with a reference management software
– To bookmark web resources efficiently
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Introduction
It is common for people to forget information they did not save to be unable to retrieve a document they stored to look for the same thing more then once
These are consequences of lack of organization bad information management practices
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Management of information: definition Management of information consists of a set of
actions performed on information and information resources in organized and systematic way: collecting, storing , organizing, annotating, commenting, citing, sharing
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Importance of good information management
Reduced risk of loosing information Storage prevents lost Organization makes information easy to find
Saving time and energy Efforts are not duplicated in searching again Notes reduce the need to read multiple times
Improved productivity Efforts are spent in finding new information and
asking new questions
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Focus of this module
Materials to manage– Bibliographic references– Bookmarks– Documents
Management tools– Reference managemet software– Browsers' bookmark feature– Online bookmarks
Management techniques
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Reference Management
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Management of bibliographic references Tools used= Reference Management Software
Desktop applications : EndNote, Procite Online tools : Connotea, CiteUlike Mix solution : Zotero
Activities Add, edit, delete citations Add personal notes Group citations Generate list of references
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Bibliographic reference
Information about a document: book, journal article, web page, etc. It provides: description of the document description of the content information about the location
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Reference management techniques
Adopt a tool for managing citations you work with
In a reference management software Use collection to store citations Collect citations by
Creating them Importing from external sources
Add personal notes to citations: keywords ; comments and notes
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Bibliography management software
Software for storing bibliographic references Functionalities :
Collect citations, Store citations, Group citations, Enrich / annotate, Reuse citations in new documents.
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Software selection criteria
Operating system Pricing Storage mode Functionalities Data formats: import / export Integration with other softwares
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Collecting references
Manual creation Importing from external sources such as
PubMed: Retrieve citations in a database
Save citations in a file in the appropriate format (RIS, BibTex, EndNote)
Import the file
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Storage modes
Local hard drive Pros : fast, private, internet no required,, integration
with word processor Cons : risk of destruction, limited user mobility
Remote online server Pros : user mobility, collaboration, Cons: internet needed, not integrated with word
processors Local storage & remote server
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Organizing citations
Group references in collections (libraries) Add personal notes: reading notes, personal
appreciation, comments Tag records with meaningful keywords:
Indicate content Indicate location Indicate actions to perform
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Zotero
Open Source reference management software URL : www.zotero.org Exists as : Firefox Extension ; Standalone
application Functionalities :
import from files, online sources ; generate bibliographies, Backup data in the remote server, integrates with word processors: Word, OpenOffice
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Exercise #1
In your reference management software Create a collection (a library) Create a new citation to describe a journal article
you found on internet Import 5 citations retrieved in Pubmed Add your personal personal notes and tags generate a list of references.
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Activities
1. Install zotero
2.Create a collection,
3.Add citations in the collection
1.Manually create a citation
2.Import citations from Pubmed
4.Annotate citations with notes and tags,
5.Generate a bibliography
6.Cite references in a document
1.Create a word document,
2.Cite 3 documents,
3.Generate the list of references
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Bookmark Management
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Bookmark management
Bookmark = record of the location (URI) of a webpage
Bookmark management tools Browser feature (menu) Online bookmarking websites
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Working with a browser (1/2)
Internet explorer => « Favorites » Firefox => « Bookmarks » Add book mark while browsing At the moment of creation
URI and tile is automatically stored Edit description Add new bookmarks in appropriate folders
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Working with a browser (2/2)
Bookmark manager allow user To modify bookmarks : edit title, description To Group and organize bookmarks
Create folder Moving bookmarks accross folders Attach tags (keywords) to bookmarks
Delete bookmarks Export
(In Firefox « Bookmarks / Manage bookmarks »)
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Bookmarking techniques
Bookmark as you browse Group bookmarks into folders Tag bookmarks with keyworks Add meaningful descriptions Discard not needed bookmarks Create backup copies
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Online Bookmarking
Online bookmarking = social bookmarking Websites used by many internet users Allow sharing and access to other users' content
Many existing tools : Delicious, Yahoo Boomarks, Google bookmarks
User needs : an account (username + password) Internet link to add and consult bookmarks
Provide browser toolbar for quick addition
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Online bookmarking
To add bookmarks Open a session (login with username/password) Click on the add new button or link Enter required information : title, URI, description,
tag To access
Private bookmarks require authentication Browse using tags Search using keyworks
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Activity #2
Open your browser Add to your bookmarks the following
ressources : pubmed, pubmed central, BMJ, Popline
Open the bookmark manager Create two folders « scientific journals »,
« bibliographic database » Move the about webpages to the appropiate folders Add a little description to each bookmark
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Digital document management
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Organizing personal collection of digital documents
Managing digital ressources Group files into folders Give meaningful names to files and folders Be consistent in organization and naming Avoid storing documents in multiple locations Make several copies for safety and backup Reference documents as you collect Deleted not needed document