Preserving context in digital writing

Some knowledge workers (writers) offer descriptions of their writing process using titles such as “How I work”. The benefit, I assume, is to provide others insights regarding the flow or process used by the author that might result in a beneficial adjustment to the reader’s own activity. I will begin by offering a general overview of the process I use and then will explain how the system works when I write based on a specific type of source material. 

At the general level, I imagine what I am trying to do is to create bi-directional linkages between products. Those products include the original source material, stand-alone notes, and my original document that is intended to be shared with others. One additional goal in this process is important. I want to create sources in the process of writing that have value to me over time and not just for one project. By this, I mean I want the notes and original sources to be processed in such a way that I can easily use them to locate relevant information and to be more efficient to use for future projects. I make use of digital tools and digital information sources to achieve these goals.

Context

One concept that has proven useful in how I have come to think about and describe my workflow is that of context. The bi-directional linkages between products I have generated are constructed to maintain context. So, the original sources are highlighted and annotated when they are read. The highlights and notes exist within the context of the original sources.  Some of these notes and highlights are extracted from these original sources to generate smart notes using a different digital tool. However, this extraction process includes links back to the original sources to maintain context. So, at a later point in time, the link associated with a smart note can be used to return to the original document and the location within this document associated with a smart note.

By the way, the definition of a smart note is an idea that is understandable on its own. So these notes which were created based on information obtained elsewhere are written so that they do not require the original source for understanding. This stand-alone capability does not mean that reviewing such notes at a later time would not prompt a return to the original source perhaps for additional information or clarification. This review can be useful. Finally, I use the Smart notes typically generated from multiple original sources to write a product (typically a blog post at this stage of my career). 

Thinking about the sequence of written sources is kind of interesting. As one moves through the sequence, there is less reliance on the context of the previous source and a greater focus on my own interpretation and speculation. 

Example – pdfs as sources

Much of what I write is based on journal articles that I have access to as pdfs downloaded from my library. I work within an Apple environment and I make use of iCloud as online storage I can access from my iPad and desktop computer. Because of the time invested in accumulating many annotated pdfs and other products over time, the use of iCloud provides me some measure of security for the products I generate. I do create backups for added security.

I first read the source pdfs using a digital tool. I have used Zotero, but I prefer a product specific to Apple called Highlights because it is less complicated to use and just seems more consistent. I mostly highlight while I read, but I also annotate when I know I want to create a Smart note from what I am reading.

Highlighting and annotation are processes that involve context as both processes connect a personal addition at a specific location within the source text. Both Zotero and Highlights allow highlights and notes to be exported as a file separate from the original pdf. There are options for the format in which this file is created and one is markdown. A markdown file is a text file that includes a few reserved text symbols that allow the content of the file to appear with headings and subheadings, links, tags, and other such features when opened with a tool that interprets the reserved markdown symbols. Markdown uses such symbols in a way similar to the symbols used in an HTML file. One of the core benefits of a markdown text file is that it will not eventually age out of usefulness. It is a text file and not a proprietary format so there will always be a way to open a markdown file and one does not have to worry about investing years in a tool that creates a file type that may not be useful if the tool is discontinued. 

You get an idea of how Highlight works from the following image. The left-hand window shows the original pdf that has been highlighted. The highlights and notes that are added also appear in the right-hand panel and it is the content from this panel that is exported. The drop-down menu shows the various formats that can be used for export and you should find markdown near the top.

I use Obsidian to store the notes I create. Obsidian is a tool intended for organizing, cross-referencing, and tagging a large collection of notes for an extended period of time. It is a versatile tool, but I use it for storing citations and Smart notes. Obsidian works with markdown files and the content exported from Zotero or Highlights can be imported, manipulated, and stored in Obsidian. 

Here is the useful capability I take advantage of when using these tools on my desktop computer. Having everything on the same machine is essential. Both Zotero and Highlights embed information about the location of highlights and notes within the original document. So, when a note is stored in Obsidian exported from one of these highlighting and annotation tools, a link will be included that will allow the Obsidian user to Zotero or Highlights and show the original text in which the highlight or note was embedded. Zotero is more specific and takes you to the exact location. Highlights takes you to the page rather than the specific location on the page.

So, this is what a section of markdown might look like for a note (this from Highlights). 

#### [Page 248](highlights://chen2021#page=4)

> After class, students should review the notes to clarify any

> unclear ideas. During this stage, the students can compare their

> own notes to the textbooks or the notes of other students,

> retrieve the key ideas, concepts or items from the notes as

> recall clues, as well as summarize the content of the notes.

When displayed in Obsidian, the note looks like this (see following image). If you look closely, you will see the link to the original pdf stored on my computer (and in iCloud). I typically add some additional information to my Obsidian notes (perhaps the full citation associated with a note). The second image below is more what of my Smart Note looks like. In this image, you can see I have added a tag (#contextualization) that serves several functions including allowing me to find other notes tagged in the same way. 

As I write something like this blog post, I use mostly the notes I have saved in Obsidian. If I am using a specific source, I will include the citation for this source at the conclusion of a post and this citation would also allow me to work back through the sequence of products I have described to review both notes and locate the original document. 

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Generative Cognitive Activity

The concept of generative cognition proposes that cognition is an active process of interpreting inputs, purposeful storage, and drawing inferences. The learner must apply the various cognitive processes that accomplish a generative function, but external tasks and circumstances can influence the likelihood these processes are applied.

I understand these ideas are abstract so I will offer an example. My favorite involves the use of questions. One important cognitive outcome is that learners generate applications of concepts they have acquired. It would be ideal that individuals attempt to generate these connections on their own. However, if after presenting a principle, I ask the learner “what would be an example of xxx?” the question may prompt relevant cognitive activity. Questions are an external activity that can prompt multiple cognitive behaviors. It may seem obvious, but it was important to consider the goal when such questions are asked. Yes, it might be a way to evaluate understanding, but it is also a way to encourage a specific important type of thought that may or may not have been attempted by the learner.

So, the idea of considering how specific external tasks might change the probability of important cognitive behaviors is an important perspective for educators and instructional designers. In this case, I am proposing that writing tasks can encourage important cognitive behaviors.

External tasks and the constructivist model

A focus on generative processes is consistent with what is called the constructivist model of learning. This model argues that each individual must do the mental work to create personal understanding and application and this is done through mental activities that are applied to both existing knowledge and new inputs. Existing knowledge is used as a base for interpreting new inputs. This can be both good and bad with biases being an example of how what we already think can result in the faulty interpretation of new inputs. 

To understand the constructivist perspective, it is necessary to get past a pure storage interpretation of learning. We do store the memories of experiences which are described as episodic memories, but understanding requires doing something more with both these stored episodes and new inputs.

To explain what this “something” is, I tend to describe the process as building a model. Others might suggest we generate rules or abstractions (depending on the learning that has occurred). These personally created models, rules, or abstractions are used to interpret new experiences. Sometimes the interpretation works out and sometimes it falls short. Piaget described these two outcomes as assimilation and accommodation (you might remember from Intro Psychology). When a new experience can be successfully understood as an example of an existing model, the result is assimilation. When the match reveals a problem and the existing model is changed as a consequence, Piaget called this accommodation. Hence, our models become more sophisticated to handle a greater variety of examples.

Internal accomplishments and external tasks.

Different theorists propose internal accomplishments consisting of specific components. Two similar models start with the activities of selection, organization, and integration (SOI) or selection, organization, association, and regulation (SOAR). These components explain how a thinker gets beyond simple storage.

Activation of relevant content (Structures) and associated content (semantic network

What we already know that may be relevant to new information may or may not be activated. Activation is necessary for using existing knowledge to understand new experiences and to possibly build on what is already known. Activation is necessary for organization, association, and regulation. 

The process of activation has some interesting characteristics which result in the simultaneous activation of additional content that is already linked or connected with the selected or targeted information. This body of activated information (brought into working memory) encourages elaboration (going beyond just the core idea that was targeted) because of these connections. If you are aware of the testing effect, you are aware that these connections occur because of a property of the way information is stored in memory. The effort to recall activates stored content even when it is not successful in locating the specific answer to the question prompting the retrieval effort. The information recalled that is not the answer is likely to be related and bringing this related information back into awareness (working memory) is beneficial to learning and understanding. 

Writing tasks of all types are built from and prompted by internal actions. This is the case even when taking notes. The writer makes selections from the stimulus material (the book or the lecture) for recording and judgments of importance guide these selections. What is selected may depend partially on what is already known (see activating of existing knowledge). Attempting to connect with what is known produces knowledge activation similar to the testing effect. If the writer attempts to record content in other than the strict form of the external stimuli, these summaries would likely involve organization. Struggles to produce a written summary that makes sense could trigger metacognitive insights.

Other forms of writing likely have goals that require the writer place even more emphasis on organization and elaboration. Examples might include requests that a writer compare and contrast issues raised as external stimuli, persuasive arguments that contest the rationale proposed in an external stimulus, or tasks that require the writer combine information from multiple stimuli (e.g., several external sources which cover different issues on a topic or even offer conflicting information).

Relevant Research 

Those interested in understanding the cognitive impact of how the typical writer is influenced by writing tasks take one of two general approaches. The first approach compares a type of writing activity with a control treatment – often rereading the source is used to control for any additional time required of the writing task. When a concurrent form of writing is involved (i.e., note-taking while listening), all that is necessary is to allow the writing and the control group the amount of time required for the presentation. 

The second approach compares multiple ways of acting on a written input (reading) that compares different tasks. e.g., highlighting, taking notes, written recall, and essay. (Arnold)  The intent with this approach is to determine if different external tasks have different advantages and perhaps to evaluate which cognitive activities produce which benefits (greater retention, understanding, application). 

Summaries of these two research approaches produce conclusions that are inconclusive which seems fairly typical for applied educational research.

Writing of different types has been found to be beneficial when compared with a control. For example, Graham and Hebert (2011) conclude that taking notes, writing summaries, and extended writing tasks provide significant learning advantages. Hebert, et al. (2014) reach a similar conclusion. 

Comparing the effectiveness of different writing tasks

Arnold and colleagues (2017) propose that different dependent measures would be useful to understanding the impact of different writing tasks. For example, several different writing tasks may improve recall (writing what you remember, compare and contrast), but task differences (e.g., recall vs. compare and contrast) may result in a different outcome should a dependent variable other than memory be used. Hebert, Simpson & Graham (2013) found no difference in what was recalled from tasks requiring taking notes, answering questions, or summarization. 

Klein and colleagues (2016) conclude that the differences within a genre (because of learner skills or application efforts) are more important than the differences between writing tasks. Learner responses to writing tasks are often not as task specific as researchers would prefer and as been suggested previously external tasks do not automatically result in individuals responding in an expected way or possible at all.

Why?

Writing has established benefits impacting learning and application. Educators have important opportunities finding ways to add writing tasks to the assignments they give. I became interested in the importance of different writing tasks when writing about the benefits of taking notes in a digital format. While studies on the generative benefits of note-taking are mixed, it is important to recognize that note-takers tend to have a goal beyond the accumulation of notes. Notes are intended to be reviewed in preparation for a known task such as an examination or generated with the belief that the stored information will be useful at a later time. Note-taking does not have to be justified as a generative activity although ways of taking notes that have a generative function or that are more useful for an anticipated use would be useful to develop.

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Arnold, K. M., Umanath, S., Thio, K., Reilly, W. B., McDaniel, M. A., & Marsh, E. J. (2017). Understanding the cognitive processes involved in writing to learn. Journal of Experimental Psychology: Applied23(2), 115-127.

Graham, S., & Hebert, M. (2011). Writing to read: A meta-analysis of the impact of writing and writing instruction on reading. Harvard educational review81(4), 710-744.

Hebert, M., Graham, S., Rigby-Wills, H., & Ganson, K. (2014). Effects of Note-Taking and Extended Writing on Expository Text Comprehension: Who Benefits?. Learning Disabilities: A Contemporary Journal12(1), 43-68.

Hebert, M., Simpson, A., & Graham, S. (2013). Comparing effects of different writing activities on reading comprehension: A meta-analysis. Reading and Writing26(1), 111-138.

Klein, P. D., & Boscolo, P. (2016). Trends in research on writing as a learning activity. Journal of writing research7(3), 311-350.

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Almost there – comment on the evolution of PKM systems

I have been exploring many digital note-taking and annotation systems for a couple of years now. My involvement might be stretched to a decade plus if you are willing to group tools such as EndNote with this category of tools. My way of thinking about using such tools has been shaped by a career as an educational psychologist with a cognitive perspective on learning applied to topics such as note-taking, highlighting, study behavior, and generative learning activities (e.g., writing to learn, summarization, questions). This background offers some insights into what features of technology-supported learning and thinking tools might be helpful. I have gleaned a few core ideas from more recent reading – progressive summarization, smart notes that I see relevant in combination with both my newer hands-on experiences and my more general cognitive background. 

What follows is a personal evaluation of the capabilities of PKM tools based on what I have just described as my personal background and experiences. I have tried to identify a title for this post. “Close, but no cigar” came to mind, but seemed too negative. I decided to go with “almost there”. What I mean by this is that I can patch together a workflow that I think works pretty well, but the system is a bit cumbersome and inefficient. I hope to offer a perspective on what an ideal tool might look like. I have based this ideal tool based on how I think Glasp should work, but so far does not.

My reading activity involves web content, Kindle books, and pdfs of scientific journal articles. Ideally, all of these sources could be stored in an accessible place (I would be willing to live with a location I control – my computer or ideally personal storage online such as iCloud or DropBox). Online storage is important for both security and access from multiple devices. As I will demonstrate in my ideal approach, a common location seems to be important for the connections I see important in the system I imagine. For example, some systems do not store the pdf from which notes are taken. With the service I have in mind (Memex), I can reexamine links between the pdf and notes I have taken if I am on my own computer, but I can only see my notes if I am working on a different computer that only provides me online access. The pdf and the notes are stored in different places with the pdf on my computer and the notes in the cloud.

What follows is my fabricated visual description of a workflow using images from Grasp that I have merged to represent a superior fictitious system. I will be clear on what is not actually there as I proceed. The image  (below) shows three panels – the leftmost panel shows original content that has been highlighted and annotated. The second panel shows isolated highlighted and notes. The third panel shows what I now label as a smart note (after Ahrens). The arrows indicate connections across panels that are bidirectional. In other words, you can get from an isolated note or highlight in the middle panel back to where in the original document this highlight exists or where the annotation/note was connected. You can get from my personally generated, standalone, summary note back to the immediate notes or highlights. These bidirectional connections are important for maintaining what might be described as context and attribution. Attribution is important in my writing to link what I write to what others have written. Context is important in establishing the broader set of information within which something I felt was important emerged. Maybe I want to seek other ideas from this same information. Maybe I just want to check on what I concluded because later my summary seems incomplete or maybe erroneous. 

The system I describe allows for the generation of Smart Notes or Summary notes (I use such terms interchangeably) which capture an idea in a form that should make sense to me and someone else at a later point in time. The system allows progressive summarization in the sequence of forms getting to a smart note. Highlighting was not part of the progressive summarization process described by Forte, but I think it is fair to use it as a component in the physical transformation from the source to the personal summary I describe here. 

What about these descriptions is not available? Glasp cannot be used to read pdfs. This is a serious limitation for an academic who must rely of pdfs of articles from research journals. The processing of Kindle books within Glasp allows the download of highlights and notes, but you cannot link back to the location of the selected content within the context of the original ebook. The personal summary notes (called atomic notes in Glasp) are not associated with a specific original source and you cannot get to that source through links to highlights and notes added to that source. These personal notes just accumulate as one reads different sources in this independent pane. At present, I copy and paste these notes into Obsidian and Mem X to take advantage of the organizational features of these other tools. I suppose it would be ideal if such summary notes could exist in Glasp in a way that would allow the long-term storage and manipulation of these ideas independent of source material. 

To be fair to Grasp, it is still a beta service and free at this point. It is useful as is and I have found ways to integrate it with other tools to generate a reasonable workflow. Partly I wrote this post because I was contacted after writing an earlier post about Glasp and was contacted by a developer from the company. I thought I would share what I think a more complete system might look like. I hope my summary of a personal knowledge management workflow offers some insight for those unfamiliar with this expanding collection of digital tools offered to support the personal processing of source documents.

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The Twitter challenge

Twitter has been part of my social media environment since 2008. It took me some time to figure out if the service was good for anything and then I gradually found uses that brought my attention to the service on a daily basis.

 In the early days, most of the comments lacked any substance. Eventually, I found value when others with interests similar to my own began to link to blog posts they had authored or other online resources. I had originally relied on using RSS to monitor what others posted. Interest in RSS has declined. Why this has happened is unclear. Perhaps RSS seems geeky and intimidating to casual users. Twitter is easy.

I found it important to have my blogging platform (WordPress) automatically generate a tweet indicating I had added a new post. WordPress collects data on the way viewers connected to blog author’s content (e.g., direct, search, Twitter, referrals) and the amount of traffic I received from Twitter demonstrated the importance of sharing what I wrote to Twitter.

As the number of my followers on Twitter accumulated, it seemed I should Twitter to share whatever I had to say about anything. It became to use Facebook for longer content and Twitter for short comments. 

I now find myself trying to decide what to do about Twitter. I share two distinct types of information and I am unsure of the direction Twitter will go in the future. I don’t want my professional content (the shared links to my blog posts) to be tainted if Twitter becomes like TruthSocial. I am also concerned about building up a following somewhere else.

My present approach is to wait and see what happens with Twitter. I am also diversifying the sharing of links to my blog posts (Mastodon). We seem to be in a time of transition. 

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Is the highlighter ever your friend?

I have highlighted much of what I read for probably 50 years. I started in college and I tried different approaches sometimes highlighting with different colors. My preference was the slim highlighter in yellow. When I began reading using my phone, iPad, and Kindle I learned how to highlight using these devices. My interest in educational technology led me to look more deeply into the opportunities to highlight and annotate on these devices and you may have read what I have had to say about these tools in previous posts.

Here is the thing about highlighting. If you follow the research on the efficacy of different learning/study strategies, you soon understand that highlighting is not particularly useful. I knew this too and I was interested in study techniques long before personal computers were a thing. I taught educational psychology to college students and study behavior was a topic I hoped the students would find relevant. In explaining highlighting’s poor record, I claimed students highlighted too much and may sometimes use highlighting as an excuse for not thinking. I called this the “I’ll get that later” strategy. Too often later never comes. Still, I continued to highlight and I assumed many of these students did too. 

There are good reviews of the research on highlighting (Dunlosky, et al, 2013) that reach the conclusion that highlighting has low utility. I think it is important to carefully understand the methodology used in the studies that investigate highlighting. What is the breadth of the perspective? In research that examines the application of note-taking, a distinction is drawn between the generative and external functions of notes. I think a similar issue applies here. The research indicates highlighting is not cognitively active and has limited generative value, but what about external storage. If it was an hour before a major test and I was trying to review the 120 pages that were assigned in my textbook, I would rather I had highlighted that book than not. 

Ahrens (citations appear at the end of this post) proposes that underlining (I would assume a practice similar to highlighting) is similar to what Ahrens classifies as fleeting notes. Fleeting notes are taken to quickly capture information and the idea of smart notes that Ahrens emphasizes focuses on the translation of fleeting notes into smart notes. A smart note can stand alone to convey meaning to the note taker and others and requires the note taker to use personal knowledge to generate a note that is meaningful. 

A recent Edutopia article on highlighting reached a negative conclusion about the value of highlighting (it may even hinder learning) and suggested solutions educators should propose that could be explained in a way very similar to what I have just proposed; i.e., fleeting vs permanent. They suggest that students a) annotate their highlights with short summaries and personal reflections or b) generate questions related to the content they have highlighted.

The Edutopia suggestions bring me to the topic I want to emphasize.

Technology-based reading offers advantages over paper-based reading that are seldom emphasized. I rely heavily on highlighting when I write on my Kindle or using a browser extension that allows me to highlight web content. I don’t read from paper much anymore, but when I do I also highlight a lot. When I use my iPad or computer to read and highlight, I tend to be using tools that allow me to add annotations (actually extended additions I would prefer to describe as notes) as part of the same integrated approach. I suppose I could read from a paper source and have a notebook on my desk at the same time, but I have never actually worked in this way.

If I take notes from a highlighted book or journal article, it is usually later in some process of a task such as reviewing material in preparation to write something myself. In thinking about how I work now, I propose that reading using a technology-supported environment encourages the process of creating meaningful notes earlier in this process. There is an efficiency when meaningful notes are made during the initial process of reading new content in comparison to trying to create the same context when trying to make sense of highlights or notes that simply move unprocessed words from one paper source to another after a delay. 

Given the opportunities of reading on a digital device, I think we are at a point where highlighting may have value. Under these conditions, highlighting services as a placeholder for what should be a fairly immediate generation of meaningful notes. The placeholder has two benefits – it marks and saves a location in content that offers the benefit of context should a reader need to make use of the source material later. The marked material is also isolated through highlighting and this would seem to benefit the note-making process.

I suggest it is time to prepare secondary students for these opportunities. I also argue that educators abandon the paper is best assumption. If learning is understood as a process with initial exposure not isolated from studying and review, I cannot see how paper sources have an advantage. Learn to use a digital highlighting and annotation tool and work this tool into your knowledge generation and storage work flow.

If my position makes sense to you, you may find the series of posts I have generated on note taking to be of value. 

Ahrens, S. (2017). How to Take Smart Notes: One Simple Technique to Boost Writing, Learning and Thinking–for Students, Academics and Nonfiction Book Writers.

Dunlosky, J., Rawson, K. A., Marsh, E. J., Nathan, M. J., & Willingham, D. T. (2013). Improving students’ learning with effective learning techniques: Promising directions from cognitive and educational psychology. Psychological Science in the public interest14(1), 4-58.

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