Hamish McAlpine

Organizing and managing personal electronic files: A mechanical engineer's perspective

This article deals with the organization and management of the computer files handled by mechanical engineers on their personal computers. In engineering organizations, a wide variety of electronic files (documents) are necessary to support both business processes and the activities of design and manufacture. Whilst a large number of files and hence information is formally archived, a significant amount of additional information and knowledge resides in electronic files on personal computers. The widespread use of these personal information stores means that all information is retained. However, its reuse is problematic for all but the individual as a result of the naming and organization of the files. To begin to address this issue, a study of the use and current practices for managing personal electronic files is described. The study considers the fundamental classes of files handled by engineers and analyses the organization of these files across the personal computers of 40 participants. The study involves a questionnaire and an electronic audit. The results of these qualitative and quantitative elements are used to elicit an understanding of the practices and requirements of engineers for managing personal electronic files. A potential scheme for naming and organizing personal electronic files is discussed as one possible way to satisfy these requirements. The aim of the scheme is to balance the personal nature of data storage with the need for personal records to be shared with others to support knowledge reuse in engineering organizations. Although this article is concerned with mechanical engineers, the issues dealt with are relevant to knowledge-based industries and, in particular, teams of knowledge workers.

Improving Re-Use of Informal Information Through the Creation of an Engineering Electronic Logbook (EEL): A Demonstrator

Electronic logbooks (e-logbooks or e-notebooks) are used extensively in other domains — most notably the pharmaceutical industry — to good effect. However, despite a number of attempts over the last decade, engineers have resisted making the transition from their trusted paper logbooks. Reasons for this include a lack of understanding about how and why engineers use logbooks and a lack of appropriate software and hardware. In order to explore these issues, user-centric studies of engineers and their logbooks have been undertaken. From these studies a set of fundamental requirements have been developed that provide the basis for the creation of an Engineering Electronic Logbook (EEL). A demonstrator based on the Tablet PC platform to evaluate the information management aspects these requirements is then presented, together with details of how it is currently being evaluated. The contribution of this paper is a new information management strategy for e-logbooks — which has been derived from analysing existing paper-based logbooks and the note-taking practices of engineers — and its embodiment in a demonstrator for evaluation.Copyright