Purpose Personal information management (PIM) is an activity in which people store information items in order to retrieve them later. The purpose of this paper is to test and quantify the effect of factors related to collection size, file properties and workload on file retrieval success and efficiency. Design/methodology/approach In the study, 289 participants retrieved 1,557 of their shared files in a naturalistic setting. The study used specially developed software designed to collect shared files’ names and present them as targets for the retrieval task. The dependent variables were retrieval success, retrieval time and misstep/s. Findings Various factors compromise shared files retrieval including: collection size (large number of files), file properties (multiple versions, size of team sharing the file, time since most recent retrieval and folder depth) and workload (daily e-mails sent and received). The authors discuss theoretical reasons for these negative effects and suggest possible ways to overcome them. Originality/value Retrieval is the main reason people manage personal information. It is essential for retrieval to be successful and efficient, as information cannot be used unless it can be re-accessed. Prior PIM research has assumed that factors related to collection size, file properties and workload affect file retrieval. However, this is the first study to systematically quantify the negative effects of these factors. As each of these factors is expected to be exacerbated in the future, this study is a necessary first step toward addressing these problems.

There are two main ways to retrieve files: hierarchical folder navigation and query‐based search using a search engine. Research consistently shows that users prefer retrieving files using folder navigation, rather than more flexible query‐based search. But desktop search engines continue to improve, so does this mean that younger generations rely more on search as their usage habits were formed when experiencing more effective search? This study tested age effects on search use by asking 289 participants to retrieve 1,557 of their shared files. Counterintuitively, our results showed a positive correlation between age and search percentage, with participants over fifty searching over four times as much as participants in their twenties. Results were confirmed by an n = 653 combined data analysis. A possible explanation is that older participants forget the location of their files. We discuss the deep neuro‐cognitive roots of navigation preference which may also explain our findings.

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PurposePrevious research has repeatedly shown that people only search for files in a small minority of cases when they do not remember the file's location. The current study aimed to examine whether there is a group of hyper-searchers who search significantly more than others. Based on previous neurocognitive studies, this study aims to hypothesize that if such a group exists, they will have superior verbal memory and reduced visuospatial memory.Design/methodology/approachIn total, 65 participants completed a questionnaire estimating their search percentages, as well as reporting demographic data. Verbal memory was measured using the Wechsler logical memory test, and visuospatial memory was assessed using an online card memory game.FindingsHyper-searchers were defined as participants with search percentage of over one standard deviation (SD) above the mean. The average search percentage of the seven participants who met this criterion was 51% (SD = 14%), over five times more than the other participants (M = 10%, SD = 9%). Similar results were obtained by re-analyzing data from four previous papers (N = 1,252). The results further confirmed the hypothesis that hyper-searchers have significantly better verbal memory than other participants, possibly making searching easier and more successful for them. Lastly, the search percentage was positively predicted by verbal memory scores and negatively predicted by visuospatial memory scores. Explanations and future research are discussed.Originality/valueThis preliminary study is the first to introduce the concept of hyper-searchers, demonstrate its existence and study its causes.