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Information and Knowledge Sharing

PART TWO: SHARING KNOWLEDGE

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1. Document Management Platforms1. Confluence2. Microsoft Share Point

2. E-Collaboration Tools1. Google Docs, Dropbox2. E-Learning Tools at Universities3. Adobe Connect

CONTENT

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3. Wikis– Mediawiki for collaboration

4. Tools for Knowledge Sharing: Social Tagging– Connotea, Delicious, CiteUlike

5. Tools for Knowledge Sharing: Organizing References and Collaboration– EndNote, Citavi, Zotero

CONTENT

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• Challenge:• Many people collaborating in groups

use the same documents, create new ones, make changes in existing documents

• Documents are used in different places (office, at home, on the way…) and all group members need access from there

• How to be sure, that everybody uses the latest version? How to prevent from chaos?

THE CHALLENGE OF DOCUMENT MANAGEMENT

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• Knowledge Management• Enterprise search

• Document Management and Archiving• Central repository• Version control of documents

• Collaboration• Access Control• Check in / check out of documents• Calendar, To do list, blog…

• WebCMS (for Intranet)

DOCUMENT MANAGEMENT IN INSTITUTIONS EXAMPLE: SHARE POINT

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• ETH-Bibliothek uses Microsoft SharePoint as DMS• For project documentation• For collaboration in project teams –

also with external partners• For the Intranet in addition to a

fileserver (or in order to replace the fileserver)

EXAMPLE: SHARE POINT @ ETH-BIBLIOTHEK

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SHAREPOINT IN PROJECT E-RARA.CH

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DOCUMENT MANAGEMENT WITH SHAREPOINT

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SHAREPOINT ON iPAD

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• Easy handling of rights management

• Accessible from everywhere at anytime

• Easy sharing with colleagues

• Needs more time and resources• Structure is less flexible than with

folders on a fileserver

PROS AND CONS OF SHAREPOINT

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Web based services: Google Docs

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E-COLLABORATION

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• Google Docs as a free service for collaboration• Upload and give access to existing

documents in different formats:• Documents (.doc, .docx, .rtf, .odt)• Presentations (.ppt, .pps)• Spreadsheets (.csv, .xls, .xlsx, .ods)• PDF Files

• Create and share new documents in Google Document format

• www.docs.google.com

COLLABORATION WITH GOOGLE DOCS

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• Easy to use document sharing for groups of different institutions or companies

• But is it save enough? Would you save important documents on Google Docs?

• Free, but you need an account• Business solutions are available

GOOGLE DOCS

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• My Documents in the cloud• Synchronisation with many devices

• Public Folders• Sharing documents with specific

persons or with the world…

DROPBOX

Public folder

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DROPBOX AS VIRTUAL FOLDER

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DROPBOX IN IPAD

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SHARING DOCUMENTS/FOLDERS

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Tools used in the context of e-learning

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E-LEARNING AND E-COLLABORATION

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• Moodle is also used for this Master course, but not only…• Many universities (also ETH) are

using Moodle• To share documents (teacher-

student; student-student; student-teacher)

• To create and organize a schedule• To stay in contact and to discuss

(chat, blog)

E-LEARNING WITH MOODLE

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• Adobe Connect – offered by SWITCH• For members and students of Swiss

Universities• Login and authentification with

Shibboleth• Supports the following formats:• *.ppt, *.pptx, *.flv, *.swf, *.pdf, *.gif, *.jpg,

*.png, *.mp3, *.html, or *.zip

• Collaboration only with registered members of Swiss universities

ADOBE CONNECT

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WEBINAR WITH ADOBE CONNECT

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• Online storage• Web conferences (Webinars)• Screenshare desktop

applications• Access is limited to a small group

of person (Switch AAI)

USE CASE ADOBE CONNECT @ SWITCH

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• Tools evaluated by ETH and SWITCH:• Adobe Connect • Wimba Classroom • Dimdim • Elluminate • Vitero

• http://www.net.ethz.ch/services/e-collaboration/produkte/evaluation • With english report

E-LEARNING AND COLLABORATION TOOLS

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Wikis as collaboration tools

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WIKIS

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• A wiki is a website that uses wiki software, allowing the easy creation and editing of any number of interlinked Web pages, using a simplified markup language or a WYSIWYG text editor, within the browser. Wikis are often used to create collaborative websites, to power community websites, for personal note taking, in corporate intranets, and in knowledge management systems.

• Definition: Wikipedia…

WIKIS

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• Wikis are completely web based• Principally pages in HTML• Accessible from anywhere• Login required for editing and

writing• Access control for reading• Wikipedia as most famous

example for a wiki

WIKI

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• One organisational team in Dortmund, one in Zurich

• Documentation platform is a Wikimedia installation• The same tool as Wikipedia• All members have the right to edit

and write• No access for external persons (so

far)

EXAMPLE: WIKI FOR INETBIB

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PB Works: http://pbworks.com

OTHER WIKIS

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SHARING INFORMATION

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Social Tagging or Social Bookmarking

SHARING INFORMATION

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• In online computer systems terminology, a tag is a non-hierarchical keyword or term assigned to a piece of information (such as an internet bookmark, digital image, or computer file). This kind of metadata helps describe an item and allows it to be found again by browsing or searching. Tags are chosen informally and personally by the item's creator or by its viewer, depending on the system.

WHAT IS A TAG?

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• A folksonomy is a system of classification derived from the practice and method of collaboratively creating and managing tags to annotate and categorize content; this practice is also known as collaborative tagging, social classification, social indexing, and social tagging.

FOLKSONOMY

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• Tags are used in social networks as:• Flickr for photos• Youtube for videos• Last.fm for music• Blogs

• Technorati• Inside single blogs (

http://blogs.ethz.ch/innovethbib)

• Delicious for bookmarks of internet resources

WHERE TAGS ARE USED?

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SOCIAL TAGGING WITH DELICIOUS

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STACKS – COLLECTIONS OF LINKS

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• With Delicious you are able to create tags for internet resources• Web pages• Online documents of any kind• Creating stacks

• You can also share your tags with the community or within your network• Create and expand your network• Share links and stacks• Subscribe to tags (?)

DELICIOUS FOR COLLABORATION

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REFERENCE MANAGEMENT SOFTWARE

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• Reference management software, citation management software or personal bibliographic management software is

• software for scholars and authors • to use for recording and • utilising bibliographic citations

(references)

REFERENCE MANAGEMENT SOFTWARE

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Open SourceAigaion · Bebop · BibCiter · BibDesk · Bibus · Connotea · I, Librarian · JabRef · Pybliographer · refbase · refdb · Referencer · Zotero

Retail Biblioscape · Bookends · EndNote · Mendeley · Papers · ProCite · Reference Manager · RefWorks · Sente · Citavi

Web Based Aigaion · Bebop · BibCiter · Connotea · I, Librarian · Mendeley · refbase  · refdb

http://en.wikipedia.org/wiki/Comparison_of_reference_management_software

REFERENCE MANAGEMENT SOFTWARE

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RefWorks (www.refworks.com), developed in 2001 by a business unit of ProQuest, is a web-based RM that requires a fee-based license.

Individuals can purchase a subscription (100$/year), but institutional accounts provide more options and features. Ron Gilmour: Reference Management Software: a Comparative Analysis of Four Products: http://www.istl.org/11-summer/refereed2.html

REFWORKS

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REFWORKS

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• Export References (from ProQuest)

• Import to RefWorks• Organize your references

(creating folder)• Create a bibliography• Write-N-CiteSee: Tutorial (ppt)

REFWORKS

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• Citavi is a reference management software from Switzerland

• Works on Windows only (actually)

• Highly integrated in Browser (Citavi Picker) and Microsoft Word

• Commercial product, free demo version available

• www.citavi.com

CITAVI

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• Screenshots of Citavi• http://www.citavi.com/de/screens

hots/07_publikationsassistent_978.html

• Video (in German): What can I do with Citavi?

• http://www.citavi.com/de/support/anim/tour/Rundreise.html

REFERENCE MANAGEMENT WITH CITAVI

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• Commercial Tool by Thomson Research Soft

• Probably the leading bibliographic software product on the market.

• EndNote, EndNoteWeb (comparison)• Many connection files to databases and

catalogues are available• Highly integrated with Web of

Knowledge and Microsoft Word

BIBLIOGRAPHIC MANAGEMENT SYSTEMS (BMS): ENDNOTE

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• References can be imported from files, from Web of Knowledge, library catalogues (NEBIS)

• Output styles can be defined• Cite while you Write (CWYW) in Microsoft

Word and create a bibliography• Tutorial for Endnote:• http://www.ethbib.ethz.ch/service/endnot

e_e.html

• Video tutorial by Thomson

HOW TO WORK WITH ENDNOTE

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SAVE FROM WoS TO ENDNOTE

Save to EndNote WebEndNoteRefManProCite

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• Citavi and EndNote are tools for single users to manage their references

• So far they can not be used for collaboration

• Connotea contains collaboration elements

REFERENCE MANAGEMENT AND COLLABORATION

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• Organizing and sharing references

• Free online reference management for all researchers, clinicians and scientists

• By Nature Publishing Group

CONNOTEA

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• Save and organize links to your references

• Easily share references with colleagues

• Access references from any computer

• Easy to use. Start creating your library today

CONNOTEA

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SOCIAL TAGGING WITH CONNOTEA

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SAVE ITEMS FROM THE LIBRARY CATALOG

Forward result toConnoteaEndNote LocalDeli.cio.usand others…

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Zotero (www.zotero.org), developed in 2006 is a free, open source plug-in for the Firefox browser.

Once installed, the user simply clicks on an icon in the address bar to save the citation information in one's library without navigating away from the web page.

At present, Zotero has an alpha version of an independent desktop client, Zotero Standalone, which will work on Mac OS, Windows, and Linux, offering independence from the Firefox browser.

ZOTERO

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Free plugin for Firefox• to manage bibliographic data

and • to store web-page snapshots and • other electronic objects. • Through a separate add-on, it

also allows citation in text• http://www.zotero.org/support/sc

reencast_tutorials

ZOTERO

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ZOTERO

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CiteULike (www.citeulike.org), developed in 2004 and sponsored by Springer Science and Business Media, is a free online RM.

CiteULike's primary intention is to act as a social networking tool by letting users search for related articles or helping users to connect with researchers who have similar interests.

CITEULIKE

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CITEULIKE: MYCITEULIKE

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CITEULIKE: GROUPS

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Mendeley (www.mendeley.com), was developed in 2008 by a Web 2.0 start-up. Mendeley offers a free package with the option to upgrade for more individual and shared storage space.

Mendeley was modeled after Last.fm. Like the social networking music site, it provides recommendations based on one's interests

It offers both a desktop and web version, with Mendeley Web giving users access to social features such as sharing references with other users or discovering research trendsRon Gilmour: Reference Management Software: a Comparative Analysis of Four Products: http://www.istl.org/11-summer/refereed2.html

MENDELEY

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MENDELEY

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1. Searching Strategies:• Choose a subject, formulate a

search• Create a list of words

2. Data resources:• Choose a propriate database• Compare the results with Google

Scholar• Quantity and Quality of results?

EXERCICES

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3. Saving and organizing information– Choose a platform or a tool for

your group (Citavi, EndNote, Delicious, Zotero, CiteUlike, Mendeley, RefWorks…)

– Save interesting information (articles, web sites etc.) and organize it (tagging)

– Share it with the members of your group

4. Evaluate and discuss the experience– With the tool

EXERCISES

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Thank you for your attention!

Contact:rudolf.mumenthaler@library.ethz.chhttp://blogs.ethz.ch/innovethbib www.twitter.com/mrudolfhttp://ch.linkedin.com/pub/rudolf-mumenthaler/17/5/290 www.facebook.com/ETHBibliothek www.slideshare.com/ruedi.mumenthaler