OFC as a Service

When I first started thinking seriously about these OFC ideas back in 2004, I set about trying to turn an intuitive art into a clear repeatable process. I produced three documents  of which only the White Paper has appeared in this blog. The other two are essentially draft documents which have not been properly tested and refined; however, I’ve decided to include them here as they do at least provide an indication of the sort of detailed activities that OFC entails. They are a Service List and a Process List. Both incorporate the notion of charging for the service – though that is by-the-way; I no longer have any ambitions to create a business, though I would dearly like to be able to try out my ideas on some real world collections of objects which belong to someone else and with which I am not already familiar. The OFC exercises documented within this blog have been informative but are almost certainly not sufficient to be able to define a fully generalisable process.

I have applied OFC techniques to one set of material that was not my own: it consisted of 6 large egg boxes containing the stamp collection of an old friend’s mother who had died. My friend is not a stamp collector and was having trouble disposing of the collection. I am a stamp collector so I was excited by the prospect of both exploring the collection and having the opportunity to apply some  OFC techniques. In my first encounter with the material I took about three hours to go through it all, divide it up into the major categories, and get an overall picture of what it consisted of. I agreed with my friend that I would sell the material through Ebay, so subsequently sorted it into sub-categories that I thought would interest potential buyers. I ended up with approximately 37 Lots which I proceeded to sell on Ebay over a 3 week period. For each Lot I took photographs and wrote a description for it’s Ebay entry; and I managed what I was doing in a Word document which contained the following information for each Lot:

  • Ref No
  • Title (for use in the Ebay entry)
  • Description (for use in the Ebay entry)
  • Two or three of the 12 free photos allowed by Ebay
  • Weight (for use in estimating postage costs)
  • Size (for use in estimating postage costs)
  • Postage (type of service and cost)
  • Date put into eBay
  • Disposal if not sold in Ebay (which could include ‘re-list in Ebay’)
  • Date auction ended
  • No of bids
  • Amount paid by buyer
  • Paypal fee
  • Ebay fee
  • Packing costs (if any)
  • Actual Postage Costs
  • Net amount after all expenses
  • Date sent
  • Buyers name and address

I was able to give a copy of this document to my friend as a permanent memento of her mother’s stamp collection. This was an instructive experience, and I continue to look out for other opportunities to try out OFC techniques.

Berko Dérive

A week ago I had a taster of how to explore intuition. It wasn’t something I’d signed up for, or even expected. It was just a catch-up meeting after about 15 years with my friend Clive Holtham of City University’s Cass Business School, who had originally helped me establish my electronic document management system, and with whom I have had many thought provoking and inspiring conversations about new office technology and its uses. I figured that, after five years of doing Order From Chaos stuff, it was time for another dose of reflections, imaginations and nugget exchanges with him. I wasn’t disappointed.

We had arranged to meet outside Berkhamsted station at 09.53, and the first thing we did was have coffee in the station’s high ceilinged and rather grand, in an old style renovated with 5 video cameras focused on every doorway, sort of way. We sat down and with little ado Clive provided me with my A5 journaling notebook and my Derwent Water Brush Pen for enhancing crayon marks. He gave me a tour of the crayon pencils and water based crayon pens and the pencil case we were to share, all the while explaining how we were going to journal our Dérive (check it out in Wikipedia) through Berkhamsted and why. Interspersed, of course, with both our numerous questions, accounts of our experiences, and our descriptions of related work.

We started to write, or, I should say, crayon and brush and illustrate, our journals. I noted that Dérive involves Noticing, Conversation and Storytelling (using the five senses, as Clive alerted me during our walk). When I started describing my Order From Chaos activities, Clive immediately chipped in saying that we need more Chaos, not less, to get us out of conventional thinking and rote responses. A few exchanges later we agreed there is probably a compromise to be had.  Clive advised me to look out a David Snowden paper which directly addresses getting order form chaos (and includes a model) which clearly I shall be looking for very shortly in Snowden’s ‘Cognitive Edge’ website.  I used a page to write down VUCA (Volatility, Uncertainty, Complexity, Ambiguity) and to highlight its distinction from the conventional and craved-for utopia, SCSC (Stability, Certainty, Simplicity, Clarity).

Eventually we started our walk and found ourselves on the tow path of the Grand Union Canal. We continued to talk; we stopped, admired, examined, exclaimed, took photos (Clive takes many photos  and stores them all in dated folders) and drifted on. We came across an access cover to the fibre optic channel laid along the tow path of the industrial revolution’s super highway; and we encountered two brass rubbing plates describing Berkhamsted history with a notice advising us to visit a website (our equipment proved not to be up to brass rubbing so we resolved to obtain charcoal and sugar paper at an art shop if we could find one). We spoke to a lady about the butterflies and pleasantness of the place; we discussed architecture; we saw a very large monkey in a conservatory (almost certainly not alive); we talked about art deco on the high street; and we encountered more monkeys in an antique shop and noted a pattern. We went in to an art shop which told us that, no, they didn’t have charcoal or sugar paper (brass rubbing plaques on the canal – oh really?!) but that there was an art and craft shop further up the high street which almost certainly would have them.

For lunch, we took up the offer of doing market research on fizzy drinks and duly sampled three different versions of three different drinks (I had Cream Soda, Ginger Ale, and Fizzy Orange)and were asked to provide all sorts of complicated observations about how they looked and tasted (Clive deliberately used all his five senses) in answers involving the five possibilities very good, good, average, not so good, poor (or equivalents); and which eventually one couldn’t distinguish between and just became approximated to average so that we could get to the food part of lunch which was a chocolate bar or chewy sweets for our troubles.

We found the art and craft shop which turned out to be a veritable cornucopia of different and unusual stationery items of immense use in the pursuit of Art-Based Management Education and Order From Chaos exercises. The Assistant helped us with charcoal, and the Proprietress sorted out our paper (two particular types just to be sure) and we left satisfied that we could now rise to the challenge of canal-side rubbing. Outside the Art & Craft shop, I asked Clive if he had heard of ArtRage and he said he’d been using it for the last ten years – an excellent product. I mentioned that  my son was the owner (I should really have said joint owner  – well, joint developer, builder and owner) and we laughed, amazed at the connection.

Outside the sun continued to shine. We found another place to park the car – this time for free and by the canal. We sat on a bench to put more stuff into our journals and I watched a man on the grass, thirty feet away, tickling a swan on its side while it pecked his other arm as if licking the salt like a dog would do. It was something I had never seen or even imagined. We crayoned and discussed, and drew and brushed the water paints. We talked about Buckminster Fuller, about hexagons (so much better for fitting together than Post-Its,) and about encouraging students to first do Notetaking, then to do a quick read with Basic Reflection; and finally to undertake Deep Reflection. Clive remarked that Schools progressively remove imagination from pupils and that any that is left is surgically removed by the universities.

Eventually, we had  another stroll along the other tow path and found curious outdoor gym equipment without instruction but maybe for back stretching. Then we came across another brass plaque. Clive attacked it with gusto, trying first the thinnish paper with the charcoal (just didn’t work) then triumphing with a black crayon on the newsprint paper. With this victory documented in several photos, we found our way back to the car, drove to the station, and had an ice cream before Clive caught the 4.01 to London.  I drove home with my Journal, my Water Brush Pen, my 40 rouble Water Colour Pallet, and an A7ish booklet of the Reflective Practitioner Exhibition 2017 printed by Boots from a Snapfish account.

Of course the above description can’t convey the richness of our conversation nor the extent of our exchange of knowledge; but I hope it paints the dreamlike context with which our minds were opened and new pathways were discovered – just as Clive intended.  Days like that don’t come around very often; so it will stick in my mind and will ooze out across my thinking for many days and weeks to come; and will almost certainly colour my thinking about this particular Order From Chaos journey.

An OFC Model

I’ve completed my quick trawl through all the entries in this blog looking for insights about Order From Chaos. Whenever I came across some relevant text I copied it into a spreadsheet and then allocated one or more categories to it. The categories were not pre-determined – they developed as I went through and I ended up with about 20 of them. I also checked the OFC White Paper which I produced in 2004. With all this as background I set out to try and produce an updated view  of what I mean by Order from Chaos in the light of my experiences over the last five years. Here’s my first attempt:

Order From Chaos (OFC), in this context, refers to the organisation of any set of things with the assistance of digital technologies. Examples of such things include: Music Collections, Loft Contents, Family Photos, Household Files, and Letters. Such material usually (but not always) starts out being in a purely physical form. Therefore, undertaking OFC usually entails some element of Planning followed by a Conversion process. The result may be purely digital or a hybrid of both physical and digital. Either way the newly organised material can be put to use in its new form, and possibly reproduced in different forms. Any new digital components will require Back-Up and Preservation procedures to be applied.

The Planning that needs to be done usually includes the identification of the digital technologies to be used; the design of necessary digital components such as file title formats and spreadsheets; a description of the storage arrangements for both physical and digital components; and an outline of the conversion process that is to be undertaken.

Conversion involves digitising the physical components, implementing the storage arrangements, and doing anything else that is necessary to ensure that the transformed set of material can be easily and effectively used.

Back-up procedures need to be put in place to ensure that both the physical and digital components are protected from loss.

Preservation procedures need to be put in place to ensure that the digital components do not become obsolete and inaccessible, and that the physical components do not deteriorate.

These  concepts are all represented in the model below. When OFC techniques are applied to a new set of things, each of the items in the model needs to be addressed.

To test the usefulness of the model I’m going to apply it retrospectively to the OFC transformations I have reported on in this blog.

Mission: Explore the Join

After 5 years and 20+ topics under the general heading of ‘OFC, Digitisation and their intersection’ it seems the right time to try and explore the join in a bit more detail. The various journeys reported in these pages provide a substantial pool of experiences, reflections and conclusions from which to derive a general understanding of what it means to organise and digitise, and of the impact on our lives of doing so. Hence my first step in this exploration will be to review all of the entries in this blog and to note relevant points. After that I hope I’ll be able to derive some general characteristics which I can then explore in further detail. Watch this space.

Practical OFC

A few weeks ago a discussion with a friend prompted me to try to write down some brief practical guidance for achieving Order from Chaos. The resulting Practical approaches to Order from Chaos summarises into the following steps:

  1. Be clear about what specific categories of stuff you want to deal with.
  2. Figure out why you want to keep each category.
  3. Take the opportunity to reassess what you really want to keep/collect going forward.
  4. Decide where the best place is to store each category.
  5. Be clear about the specific space you are going to use for storage.
  6. Decide how you will set out, equip and organise the storage space.
  7. Do a quick sort of each category into sub-categories.
  8. As you do the quick sort, set aside the stuff you want to throw away or dispose of.
  9. Decide exactly how you will store each sub-category.
  10. Go through each sub-category in detail, organising as required.
  11. Set up the storage space/containers/equipment and store the sorted sub-categories.

Should anyone try to apply these suggestions, I’d be interested to hear how you got on.

OFC – Order from Chaos

Order from Chaos on this site refers to the idea that you can combine efficient ways of sorting and organising physical things together with the power of the computer. It emanated from work I started in the 1980s on electronic filing systems (described in this 1990 paper – Ergonomic aspects of computer supported personal filing systems), and I’ve been exploring the notion ever since. In particular, I’ve done practical work on developing methods for sorting, arranging, image capture and Indexing (outlined in this 2004 white paper – OFC White Paper). I now want to investigate how other disciplines such as archaeology address these challenges; and to explore the use of RFID technology to achieve a seamless link between physical artefacts and their digital representations. If you have knowledge in either of these areas, or would like to suggest who I should speak to about either of them, please do get in touch.