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UT INF 385T - Knowledge Management Evaluation

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Knowledge Management Evaluation:Golden Section NotesTara Carter SmithApril 1, 2003KMS – TurnbullKnowledge Management Evaluation:Golden Section NotesOrganizational tools for Personal Knowledge Management (PKM) include calendars, address books, note functions or journals, and more. While I considermyself to be a pretty organized person, all of my personal information tools are paper-based. This is mostly a matter of necessity – I do not own a PDA, cell phone, or laptop computer. I do have a computer at home, but keeping my date book and notes on it is not very practical considering I often need these tools at work and school. I plan to purchase a laptop after graduation, so I decided to check out a note-taking system. Since I had a relatively short amount of time to try the application, I was particularly interested in finding a system that was fairly intuitive, or at least one that built on systems I was already comfortable with. I came across the Golden Section Notes (GS Notes) program in my first search, and after a little more investigation, decided to give it a try. Knowledge Management ApplicationsThe GS Notes application meets two of the seven criteria defined by SteveBarth in the article Personal Toolkit: A Framework for Personal Knowledge Management Tools. This framework represents a taxonomy for seven knowledge principles by defining four characteristics: processes, values, skills, and tools. According to Barth, the “cycle of knowledge work begins with a question at the heart of a problem to be solved. Answering that question is aprocess of research and learning.”1 GS Notes supports two of the processes identified for personal knowledge management: accessing and organizing information. Accessing Information in GS Notes“Accessing information is about locating, identifying, retrieving, and viewing documents and data to discover the knowledge contained with in.”2 GS Notes makes files accessible through the Documents Tree on the left side of the page. The window to the right displays the contents of notes, or lists folders depending on the user’s preference. The toolbar contains basic text editing and table-creation functions, very similar to the layout of Word Pad. Two views are available with the program: Office XP style which resembles Explorer, and WinOrganizer, which looks like a notebook. The search function included with GS Notes has several different options, including the ability to search folders, notes, and comments. Organizing Information in GS NotesOrganization is the real strength of the GS Notes program. The tree format allows folders and notes to be hierarchically organized. Since this structure mirrors Windows Explorer, it was very easy to understand the organizational scheme. “Organizing … is often a personal process, and we have personal tools wemay prefer to use: some write in journals or diaries or dictate to a voice 1 Barth, Steve. “Personal Toolkit: A Framework for Personal Knowledge Management Tools.” KMWorld. January 2003, Page 20. 2 Barth, Steve. “Personal Toolkit: A Framework for Personal Knowledge Management Tools.” KMWorld. January 2003, Page 20. 2recorder. Increasingly, those notes can be digitized and indexed to be clustered and displayed with other captured data and information.”3 The program includes several options to aid organization, including a time/date stamp, and the ability to hyperlink to URLs and other files on the computer. While GS Notes seems simpler than the PKM tools mentioned in the article, the organizational aspect of the program is very straight forward. Description“Golden Section Notes is a compact and easy-to-use notebook designed for storing various textual and graphical information in a serviceable and clear tree-structured form.”4 The drag and drop, word processing and table functions were very similar to MS Office and WordPad tools. GS Notes – Key Features5- Document protection - Flexible customizing - Flexible tree structure - HTML Printing with customized templates - Import and export features (.rtf, .csv, .txt, .html) - Links between documents and external links - Minimization to system tray - Multi-language interface with a support for twenty-five languages - Powerful search capability (with regular expressions) - Simultaneous editing of several records - Simultaneous work on several files - Two document types: Notes, Folders - User-friendly interfaceScreen Shots – Golden Section Notes3 Barth, Steve. “Personal Toolkit: A Framework for Personal Knowledge Management Tools.” KMWorld. January 2003, Page 20. 4 The Golden Section Labs. GS Notes. http://www.tgslabs.com/eng/gsnotes/.5 The Golden Section Labs. GS Notes – Features. http://www.tgslabs.com/eng/gsnotes/features/3The notebook view of GS Notes. Please note this screen shot is from a prior version. 6The explorer view of GS Notes. This shot is from the current version, 2.2.7 6 WindowsPC.Com. Golden Section Notes – Screen Shots. http://www.windowspc.com/pim GoldenSelection_Notes.htm.7 The Golden Section Labs. Screenshots. http://www.tgslabs.com/eng/gsnotes/ screenshots/.74Golden Section Notes “is best used for a series for a series of interconnected notes, like a personal help file or storage of resource texts, [or] forstoring related emails and simple papers that would clutter Windows folders with many small documents.”8 Notes can be added directly into the right-side panels of either the notebook or explorer views, or inserted through a dialogue box like the one below. The import feature includes a wizard to make the process of adding and organizing existing documents simple. Adding and editing notes9Record insert and edit view (version 2.2)Reviews8 Commentary on Tree Structure Writing Tools. http://www.enk.freeuk.com/learning/compwork/ writing/treewrite.html. 9 The Golden Section Labs. Screenshots. http://www.tgslabs.com/eng/gsnotes/ screenshots/.5- “Golden Section Notes is a handy way to organize your thoughts, your pictures, or just about anything…It’s not an innovative piece of software, but itsclean interface and ease of use make it a good program.”10 - “Golden Section Notes allows you to create a tree of topics with sub-topices and within subtopics you can place text and pictures. The searching isn’t great, but good use of topics makes this rather redundant anyway. Trim, fast and simple!”11- “I was a GS notes user, until I


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