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Personal documentation for professionals: means and methods
Book Reviews
E. GRANDJEAN and E. VIGLIANJ (Eds.) Ergonomic Aspects of Visual Display Terminals: Proceedings of the International Workshop, Milan, March 1980 Taylor and Francis, London, 1980, x + 300 pages, £ 18.00 Visual Display Terminals (VDT's) or Visual Display Units (VDU's) are being applied almost everywhere. But ever since the introduction of VDU's, reports of users' health complaints have accumulated. The aim of the workshop on ergonomic aspects of VDU's was to analyse these complaints. About 40 papers covering several topics were presented. The proceedings of the workshop discussed here, contain eight different sections cq. sessions. "[he introductory paper of Professor Grandjean gives a clear review of the problems of the field. However, he has not attempted to summarize the research results of all participants of the workshop. Instead, research findings of his own institute are reported: a frequently heard complaint, eyefatigue, has been objectively confirmed now. A second health problem, neck, back, and shoulder pains, appears to be the result of the bad working postures of VDU operators. Many contributions deal with the effects of prolongued VDU work on visual functions. A decrease in visual acuity (temporary myopiz~tion) was shown by several investigators. All visual impairments are temporary and may be prevented by sufficient rest pauses. The perceived 'flicker' of the screen also influences eye-fatigue. Flicker or brightness oscillation is not only determined by the refresh-rate. The contrast between characters and back-ground and the luminance decay-time of the phosphor appear to contribute to the phenomena too. Therefore the use of yellow (or green) characters is recommended. Some participants demonstrate the superiority of dark characters on a fighter back-ground. However, a 'flicker-free' screen is a precondition then. In a session on postural problems, many complaints on neck, shoulder and arms of VDU operators were comp~ared with those of control groups (typists, clerks). The VDU (data-entry and conversational) operators reported significantly more complaints. The position of the source document often causes constrained postures. A document holder may be requested.
31 I
According t,~ :,~mc contributors, psychosocia] aspects are neglected too often. Many health problems are induced by task-content related aspects. High working speed (data-entry), short workcycles, too simple tasks and other stress inducing factors provoke these problems. In one of the final sections, it is stated that sufficient research has been done on ergonomic aspects of VDU's. Implementing these results should be the next step. VDU manufacturers are beginning to improve the ergonomic aspects of their products. Ergonomic know-how on workplace design and task content has now to be brought to the attention of VDU users. A simple brochure, e.g. partly based on the workshop proceedings, could be helpful in communicating this knowledge to them. Many participants will be delighted to see their contributions so well got-up. The provided erratum should have been supplemented with two notes: the figures on p. 58-61 are incorrectly placed; the photographs on p. 193 (an old and the improved VDU station!) are exchanged. The proceedings can be recommended to all those who are interested in ergonomic aspects of VDU's. It does not suit the purpose of a first orientation on the topic but presents the latest research findings.
E. PISO Eindhoven University of Technology Eindhoven, Netherlands
V. STIBIC Personal Documentation for Professionals: Means and Methods North-Holland, Amsterdam, 1980, xii + 214 pages, Dfl. 60.00 The rate of increase in the amount of literature produced in contemporary times is so great that most professionals cannot possibly read/keep up with all the publications of concern to them. As a consequence, the need for personal documentation is becoming more imperative day by day. Every professional must by all means organize a personal collection of books, articles, reports, newspaper clippings, letters, drafts, notes, photocopies, slides, microfilm etc., in a manner which will allow him
312
Book Reviews
easy access to these at any time. In his book "Personal Documentation for Professionals: Means and Methods", V. Stibic directs himself to professionals of all fields of science, technology and management, since there exists a need for all professionals to receive, store and seek all types of information found in many and various forms. The author describes the reasons why it has become most necessary to pay more attention to personal documentation as well as the means and methods for improving the documenting process. What is most important is "that the author does not believe: (1) that the computer is always the best tool for documenting, and (2) that automatic indexing is the best way of classifying material. He consequently describes, compares and evaluates procedures ranging from simple card systems to computerized indexes, computer terminals and personal microcomputers. Another factor which is equally important as the above is that the author holds the view that the benefits of personal documentation are not limited to saving time and money but also encompass improved usage and handling of stored information which, in turn, lead to stimulation of creative thinking and consequently result in an improved style of intellectual work. It can be said that special attention is given to document classification and indexing methods. The author studies in depth and defines in detail a simplified form of hierarchical decimal classification "UDC" for personal use, free indexing and subject headings in a personal collection, the use of existing thesauri and design of one's personal thesaurus and automatic indexing principles. In addition to this, the actual use, the advantages and inadequacies of these methods and techniques are fully illustrated by examples and four case studies (Chapters 4, 5, 6 and 7). Finally, the author presents a future outlook on personal documentation and gives as well the personal style of work in correlation with the development of computers and automation. More specifically, the book consists of ten chapters and they can be generally outlined as follows: An introduction to the improvements in methods and techniques of intellectual work is found in Chapter 0. Also included in this chapter is a
description of the necessity of personal documentation, the technique of intellectual work, the manner in w,hich technical means can aid in bettering intellectual work and the differences in level and efficiency in various areas of intellectual work that result in numerous disparities. In Chapter 1 the author concerns himself with information needs, channels and sources. He begins by discussing the information explosion and conc!ades by describing the components and principles of pais,~nal documentation. Chapter 2 is dedicated to documentation description and includes details and recommendations on the record structure of personal documentation, bibliographic data, abstracts and abstracting, subject description, free keywords, classification, controlled indexing languages and thesauri, automatic indexing and combination of indexing languages. Dealt with in Chapter 3 are the technical means and devices used for storage of original documents, microfilm, terse documentation card index, optical coincidence cards and computerized indexes. Retrieval by means of the computer is explained in this chapter as well. A specific case of personal documentation is presented in Chapter 4. In this case the hierarchical classification is used as the main retrieval method, and the card index as the technical instrument. Another simple form of personal documentation is described in Chapter 5. In this particular case, a retrieval system with computerized indexes is used as the main tool. The system allows for personal document collections of work team members to be made accessible via authors' names and title keywords. In Chapter6, the author outlines a case in which personal documentation is organized with the aid of a personal computer. Inquiries are made via the keyboard and the search results are displayed on the screen and/or printed out. Manual -indexing is employed and the documents are classified using two ~ypes of keywords, these being (!) descriptors and (2) free terms that may be used as amendments. "[he inquiry is comprised of one or more keywords that may be combined by using the logical operators AND, OR or NOT. The ,ecords are short, and a very simple sequential search algorithm is employed. In Chapter 7 a fourth type of personal docu-
Book Reviews
mentation is described; in a computer centre, a computer is used for personal documentation via a terminal. The main retrieval tool employed is automatic indexing of the natural language of abstracts. Many other users simultaneously share the computer. A telephone line which allows the user to make inquiries and converse with his personal data base connects the computer to the terminal located in the user's office. In Chapter 8, the author deals with the future development of personal computing, mass storage and information networks. He, in turn, describes how the style of a professional's personal work will be influenced by this development. Chapter 9 is entitled "Literature" and is concerned with references divided into 8 large thematic sections that roughly correspond to the book's structure. In conclusion, the author presents a carefully constructed index. The subject, in its entirety, illustrates the principles of organization for personal documentation for professionals and fully describes personal means and methods as well. It must be pointed out that the contents of the book not only present a general and complete picture of the problem and its solutions, but also guide the reader in understanding and treating his particular case. It can be said that each chapter is complete in
313
itself and yet simultaneously related to the others. It must also be noted that the book is well documented in that it provides all the required information and its treatment in a satisfactory manner. The concepts including design of each proposed system are clearly and precisely stated with illustrative ex~ii~ples. It is obvious that V. Stibic not only has been involved with the subject for a long period or time; he has as well, a rich experience and more important, a great love for every aspect of the subjecL which he has obviously treated with zeal. In addition to the above, the careful and complete subject development, the simple and clear-cut language, and most important, the successful manner in which the entire book fulfills what the title presupposes, lead one to strongly recommend it to all professionals (scientists, researchers, technicians, managers, etc.) who require a guide to help them set up their own personal documentation system. The book can as well be recommended to systems analysts, programmers and operations researchers not only for the reason described above, but also for its use as a model of concentration, presentation and treatment of the information,
George E. HA RA MIS Olympic Airways Athens, Greece
E. GRANDJEAN and E. VIGLIANJ (Eds.) Ergonomic Aspects of Visual Display Terminals: Proceedings of the International Workshop, Milan, March 1980 Taylor and Francis, London, 1980, x + 300 pages, £ 18.00 Visual Display Terminals (VDT's) or Visual Display Units (VDU's) are being applied almost everywhere. But ever since the introduction of VDU's, reports of users' health complaints have accumulated. The aim of the workshop on ergonomic aspects of VDU's was to analyse these complaints. About 40 papers covering several topics were presented. The proceedings of the workshop discussed here, contain eight different sections cq. sessions. "[he introductory paper of Professor Grandjean gives a clear review of the problems of the field. However, he has not attempted to summarize the research results of all participants of the workshop. Instead, research findings of his own institute are reported: a frequently heard complaint, eyefatigue, has been objectively confirmed now. A second health problem, neck, back, and shoulder pains, appears to be the result of the bad working postures of VDU operators. Many contributions deal with the effects of prolongued VDU work on visual functions. A decrease in visual acuity (temporary myopiz~tion) was shown by several investigators. All visual impairments are temporary and may be prevented by sufficient rest pauses. The perceived 'flicker' of the screen also influences eye-fatigue. Flicker or brightness oscillation is not only determined by the refresh-rate. The contrast between characters and back-ground and the luminance decay-time of the phosphor appear to contribute to the phenomena too. Therefore the use of yellow (or green) characters is recommended. Some participants demonstrate the superiority of dark characters on a fighter back-ground. However, a 'flicker-free' screen is a precondition then. In a session on postural problems, many complaints on neck, shoulder and arms of VDU operators were comp~ared with those of control groups (typists, clerks). The VDU (data-entry and conversational) operators reported significantly more complaints. The position of the source document often causes constrained postures. A document holder may be requested.
31 I
According t,~ :,~mc contributors, psychosocia] aspects are neglected too often. Many health problems are induced by task-content related aspects. High working speed (data-entry), short workcycles, too simple tasks and other stress inducing factors provoke these problems. In one of the final sections, it is stated that sufficient research has been done on ergonomic aspects of VDU's. Implementing these results should be the next step. VDU manufacturers are beginning to improve the ergonomic aspects of their products. Ergonomic know-how on workplace design and task content has now to be brought to the attention of VDU users. A simple brochure, e.g. partly based on the workshop proceedings, could be helpful in communicating this knowledge to them. Many participants will be delighted to see their contributions so well got-up. The provided erratum should have been supplemented with two notes: the figures on p. 58-61 are incorrectly placed; the photographs on p. 193 (an old and the improved VDU station!) are exchanged. The proceedings can be recommended to all those who are interested in ergonomic aspects of VDU's. It does not suit the purpose of a first orientation on the topic but presents the latest research findings.
E. PISO Eindhoven University of Technology Eindhoven, Netherlands
V. STIBIC Personal Documentation for Professionals: Means and Methods North-Holland, Amsterdam, 1980, xii + 214 pages, Dfl. 60.00 The rate of increase in the amount of literature produced in contemporary times is so great that most professionals cannot possibly read/keep up with all the publications of concern to them. As a consequence, the need for personal documentation is becoming more imperative day by day. Every professional must by all means organize a personal collection of books, articles, reports, newspaper clippings, letters, drafts, notes, photocopies, slides, microfilm etc., in a manner which will allow him
312
Book Reviews
easy access to these at any time. In his book "Personal Documentation for Professionals: Means and Methods", V. Stibic directs himself to professionals of all fields of science, technology and management, since there exists a need for all professionals to receive, store and seek all types of information found in many and various forms. The author describes the reasons why it has become most necessary to pay more attention to personal documentation as well as the means and methods for improving the documenting process. What is most important is "that the author does not believe: (1) that the computer is always the best tool for documenting, and (2) that automatic indexing is the best way of classifying material. He consequently describes, compares and evaluates procedures ranging from simple card systems to computerized indexes, computer terminals and personal microcomputers. Another factor which is equally important as the above is that the author holds the view that the benefits of personal documentation are not limited to saving time and money but also encompass improved usage and handling of stored information which, in turn, lead to stimulation of creative thinking and consequently result in an improved style of intellectual work. It can be said that special attention is given to document classification and indexing methods. The author studies in depth and defines in detail a simplified form of hierarchical decimal classification "UDC" for personal use, free indexing and subject headings in a personal collection, the use of existing thesauri and design of one's personal thesaurus and automatic indexing principles. In addition to this, the actual use, the advantages and inadequacies of these methods and techniques are fully illustrated by examples and four case studies (Chapters 4, 5, 6 and 7). Finally, the author presents a future outlook on personal documentation and gives as well the personal style of work in correlation with the development of computers and automation. More specifically, the book consists of ten chapters and they can be generally outlined as follows: An introduction to the improvements in methods and techniques of intellectual work is found in Chapter 0. Also included in this chapter is a
description of the necessity of personal documentation, the technique of intellectual work, the manner in w,hich technical means can aid in bettering intellectual work and the differences in level and efficiency in various areas of intellectual work that result in numerous disparities. In Chapter 1 the author concerns himself with information needs, channels and sources. He begins by discussing the information explosion and conc!ades by describing the components and principles of pais,~nal documentation. Chapter 2 is dedicated to documentation description and includes details and recommendations on the record structure of personal documentation, bibliographic data, abstracts and abstracting, subject description, free keywords, classification, controlled indexing languages and thesauri, automatic indexing and combination of indexing languages. Dealt with in Chapter 3 are the technical means and devices used for storage of original documents, microfilm, terse documentation card index, optical coincidence cards and computerized indexes. Retrieval by means of the computer is explained in this chapter as well. A specific case of personal documentation is presented in Chapter 4. In this case the hierarchical classification is used as the main retrieval method, and the card index as the technical instrument. Another simple form of personal documentation is described in Chapter 5. In this particular case, a retrieval system with computerized indexes is used as the main tool. The system allows for personal document collections of work team members to be made accessible via authors' names and title keywords. In Chapter6, the author outlines a case in which personal documentation is organized with the aid of a personal computer. Inquiries are made via the keyboard and the search results are displayed on the screen and/or printed out. Manual -indexing is employed and the documents are classified using two ~ypes of keywords, these being (!) descriptors and (2) free terms that may be used as amendments. "[he inquiry is comprised of one or more keywords that may be combined by using the logical operators AND, OR or NOT. The ,ecords are short, and a very simple sequential search algorithm is employed. In Chapter 7 a fourth type of personal docu-
Book Reviews
mentation is described; in a computer centre, a computer is used for personal documentation via a terminal. The main retrieval tool employed is automatic indexing of the natural language of abstracts. Many other users simultaneously share the computer. A telephone line which allows the user to make inquiries and converse with his personal data base connects the computer to the terminal located in the user's office. In Chapter 8, the author deals with the future development of personal computing, mass storage and information networks. He, in turn, describes how the style of a professional's personal work will be influenced by this development. Chapter 9 is entitled "Literature" and is concerned with references divided into 8 large thematic sections that roughly correspond to the book's structure. In conclusion, the author presents a carefully constructed index. The subject, in its entirety, illustrates the principles of organization for personal documentation for professionals and fully describes personal means and methods as well. It must be pointed out that the contents of the book not only present a general and complete picture of the problem and its solutions, but also guide the reader in understanding and treating his particular case. It can be said that each chapter is complete in
313
itself and yet simultaneously related to the others. It must also be noted that the book is well documented in that it provides all the required information and its treatment in a satisfactory manner. The concepts including design of each proposed system are clearly and precisely stated with illustrative ex~ii~ples. It is obvious that V. Stibic not only has been involved with the subject for a long period or time; he has as well, a rich experience and more important, a great love for every aspect of the subjecL which he has obviously treated with zeal. In addition to the above, the careful and complete subject development, the simple and clear-cut language, and most important, the successful manner in which the entire book fulfills what the title presupposes, lead one to strongly recommend it to all professionals (scientists, researchers, technicians, managers, etc.) who require a guide to help them set up their own personal documentation system. The book can as well be recommended to systems analysts, programmers and operations researchers not only for the reason described above, but also for its use as a model of concentration, presentation and treatment of the information,
George E. HA RA MIS Olympic Airways Athens, Greece