The scalability of different file‐sharing methods

Abstract

File sharing is an integral component of modern work. Files can be shared either using Group Information Management (GIM), where collaborators exploit a common repository (e.g., the cloud), or Personal Information Management (PIM), where files are sent via email attachments, and collaborators store files individually in personal collections. Given the recent prevalence of GIM, we compare the effects on retrieval for PIM versus GIM collections. We examine the effects of various theoretically motivated factors relating to collection size, properties of the target file, and user workload. In our study, 289 participants accessed 1,557 of their own shared files in a naturalistic setting. Results indicate that factors relating to collection size, file versions, and user workload negatively affect the retrieval of GIM more than PIM files, indicating that PIM is more scalable than GIM. Testing a very different population, we confirm previous findings that failure percentages of GIM are approximately double those of PIM. We discuss possible theoretical explanations, specifically how factors that hinder retrieval exacerbate the general GIM problem of retrieving files organized by other people. Overall, PIM's greater scalability has practical implications for fast‐growing organizations such as startups when choosing their sharing policies.

Knowledge mapping and visualization of personal information management literature, 1988–2020

“…Many of the studies addressed issues ranging from the value of digital possessions to filing behaviours, digital legacies, PIM practices and self-efficacy in the use of various information technologies, among others. Bergman et al (2019) tested and quantified the effect of factors related to collection size, file properties and workload on file retrieval. Oh’s (2020) study examined how individuals’ personal information organization reflected their social environments in order to understand social aspects of personal information organization.…”

Out of sight and out of mind: Bookmarks are created but not used

“…People tend to store their personal files in folders and therefore tend to retrieve them in the same way-by folder navigation (Bergman et al, 2008;Bergman and Yanai, 2017;Fitchett and Cockburn, 2015). Because foldering is usually successful in allowing people to access their files (Bergman et al, 2010(Bergman et al, , 2020a, they may think that this method will also be useful for websites, and so bookmark their files. However, at the time of retrieval, they may follow the procedure used when they first accessed the website, which is most often orienteering (Teevan et al, 2004).…”

Cross‐Analysis of Researchers' Different Shared File Management Activities in Cloud Storage

“…Some studies investigated how people manage shared files in cloud storage. However, their focus was on a specific activity or aspect such as re‐finding shared files (Bergman et al, 2014, 2015, 2019, 2020a, 2020b) or file synchronization (Capra et al, 2014; Marshall & Tang, 2012; Marshall et al, 2012) rather than on an array of activities researchers engage in including creating, updating, organizing, finding/re‐finding, keeping, archiving, and deleting shared files.…”