Keeping electronic files under control

Posted by cris

January 13, 2009

Recently, we had an addition to our family. A bouncing baby Fujitsu Scan Snap 510M Scanner. This device is a double sided A4 to PDF scanner, that works perfectly with the Mac. I spent the weekend scanning numerous bits of paper and am slowly emptying my filing cabinets. So the plan will be to have empty file drawers (which I will use to keep stationary and other non-digital essentials). And for that I will gain a huge “burden” of searchable PDFs.

Paper general reference filing

I have used paper filing systems before, and the first successful method I used was that described by David Allen in Getting Things Done. The principles are simple:

It has to be as easy to file a document as it is to put it somewhere else
One general system in alphabetical order is the quickest way to find material - in an alphabetical system it can be in only a few places.

It should be easy enough to file a document that you will file a single page in a folder
You can file as much information as you have space for, but it should be reference material only

Since implementing this system, my filed papers have become much more relevant up to date and acessible. I also learnt that one of the essential tools to support a filing system is a paper shredder, as most things don’t need to be kept.

Electronic filing

Electronic filing is easier, but also more complicated than paper filing. I am much more likely to throw out paper, than a digital form or receipt. So the trick is to be able to find the files when you need them. There are multiple filing options and they depend on your personality to some degree.

Option 1 - The Big Basket (Filing by search)

If you are confident with your search program, consider just throwing all your files in one big folder. Hide the folder so that you never need to look at it. Then rely on your search function to find what you are looking for.

Spotlight is bundled with Leopard, and works well. You could consider looking into programs that leverage and improve the search capabilities of Spotlight, like Houdah Spot.

I am not tempted by this option as it scares me a little. I would tweak it by having a different folder for big categories (”work” “personal”). If necessary, this would allow differential backup of different files, and encryption if necessary. For example, you could encrypt your “confidential” file when you were taking your computer on holidays, or having house-sitters.

Option 2 - Control your world with little folders

This option is very similar to paper filing. File each file in a folder where you want it, and remember where it is. This has some advanatages over paper filing, as you can have subfolders. For best results, use the general referecne filing tips as above, and create a specific folder for each file and split them when the file view shows more than one page worth of files on each pages

Option 3 - Tag and search

The Big Basket theory of filing can be improved by file tagging. This can be achieved with a dedicated program like Tag Folders (Free Download). Another free program, Quicksilver, can also tag files and folders.
Quicksilver (Commands; Tutorial).

Option 4 - User interface

Although I love Quicksilver, at this stage, I am not great on the details. So I prefer a digital filing system with a user interface. There are a number of these around, including Yojimbo, Together, Leap and Eaglefiler. All of these programs are about $30 to $50.

I have trialled a number of these, and ended up buying Together, which has the perfect feature set I needed. However, I have been increasingly disappointed with its performance, as it is quite slow and prone to frequent crashes. Disappointingly, I am now looking at other solutions. Yojimbo is polished, but has no capability for setting an “inbox” (e.g. a smart folder for files with no tags). This is a crucial oversight. Although it is not pretty, I am pretty happy with Eaglefiler, which is lightning quick, and has very flexible smart folder structures.

When using these systems, I use the same process as my paper filing:

Inbox for every digital document
Tag each document to “file it”

Keep the tags simple to make it easy to find what you are looking for.

Remember to back up your files

This should go without saying, but you need to set up a reliable backup system for your filing. I back up by time machine every day. I also using filing only for reference material. My working files are kept in my Dropbox, which is dynamically synced to an online server.

What is your preference for digital filing? How do you keep all your information?

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en: kickin back watchin a movie or 3... ill be back to check on news later.... 07/03/09 05:36pm
en: @RyansGarden @metalsculptor @Allotmment_Man enjoy the weekend, tweet when I return; I'll raise a glass if Murray gets thru or . . . 07/03/09 05:36pm
en: @clahhs OK, 15. Does he like music? Or does he have any other interests? 07/03/09 05:36pm
en: Follow @danileocounts , because he has such an innate sense of fashion- he never allows a recession or a poor economy to impair his wardrobe 07/03/09 05:36pm
en: Finally its friday and wit the weekend off, planning to go on a long ride or catch up a movie wit friends. 07/03/09 05:36pm
en: Haven't slept in over 24 hours...I'm confused...is today friday or sat? Its def. Not thursday...traffic got me delirious 07/03/09 05:36pm
en: @crystalthediva 2 batteries and steel wool prison style haha or put pencil lead in both outlets and hang one from a string.. big flame haha 07/03/09 05:36pm
en: @keaven Wow.. that almost seems wrong to me but you'd be the one to know if it is or isn't? Hahaha :P Save me Kinder eggs. Kthx. 07/03/09 05:36pm
en: @Tyrese4ReaL Did you right a comic book or somtin bro? 07/03/09 05:36pm
en: @regalbear I am, I'll be attending Mr. Rios' wedding on the 24th but other than that I'll be in NY working or sleeping. 07/03/09 05:36pm
en: May or may not die from gas fumes in my car from the lawn mower 07/03/09 05:36pm
en: Brrrrr that was cold. Guess I should get out of bed or something. 07/03/09 05:36pm
en: im going extra hard this weekend.. bcuz im not drinking soda or liquor for a month starting monday!!! so please excuse my tweets! thanx gbye 07/03/09 05:36pm
en: This MJ funeral memorial in LA is poised for either greatness or total disaster. Scalpers will be selling these tickets as soon as they drop 07/03/09 05:36pm
en: NEW SERVICE: 320 GB Mac PowerBook or iBook Drive Upgrade.TransWorldNews (press release)They also buy used customer units and are currentl.. 07/03/09 04:35am
en: @halvorson 100% no.pretty sure that only happens to survivors of a plane crash who are stranded on a deserted island. or "twilight zone" 07/03/09 04:35am
en: Trying to decide whether or not to attend MJ's memorial service. It's just down the street from work. 07/03/09 04:35am
hu: or yes. haha 07/03/09 04:35am
en: @heybiancadarlin It's a long story. No offence to bats or physics really. I vented and feel better. 07/03/09 04:35am
en: @roseahmad not being rude, but you don't know everyone in my life or everything thats going on in my life. 07/03/09 04:35am
en: Agree, Richard Wolffe is most appealing. He does interviews on MSNBC, especially Countdown. Has taken Bush down for the count a time or two. 07/03/09 04:35am
en: Thinking about going to see "The Hangover" tonight at 10:20 at Century 16 on 36th. Or maybe "Year One." Anyone else up for a movie 07/03/09 04:35am
en: had a decent night...wimbledon men's semis tmrw! streak followers...taking 4 or 5 sets roddick/murray...wish me luck! 07/03/09 04:35am
en: Can't tell who I'm following...or who's following me... only signed up to thank ZW for making Open tent memorable..done with twitter for now 07/03/09 04:35am
en: @DHughesy Ru An LK Holic or a Mor man? 07/03/09 04:35am
en: @amsay do these adult videos involve adult situations? Like going to work, or paying taxes? 07/03/09 04:35am
en: @cashcashband I know! Some seven or so friends of mine are catching you guys in San Antonio! 07/03/09 04:35am
: or go to youtube.com/dennischristopher95 07/03/09 04:35am
en: @NBATVChris Good move or not for the Lakers? Can Artest play within the system or will he constantly step outside the offense? 07/03/09 04:35am
en: to go or not to go? 07/03/09 04:35am
en: Cancer: The shortest distance between two points is a straight line so whether you're seeking a job, romance, or creative project, take ... 07/03/09 04:35am
en: @TANEISHLESLIE Cool...Hopefully ur day went well..I got a couple of tings dat I want 2 talk 2 u bout but I'll call or text u lata bout em. 07/03/09 04:35am
en: @HeavenDealer are you white with black stripes OR black with white stripes.? 07/03/09 04:35am
en: @ticktock6 To be unique (I think), I'll say Spore. Or you could play Peggle. Highly addictive, I've been told. 07/03/09 04:35am
en: Aries: Trust your instincts about a property; if you think you can get a better price on the rent or a lower interest rate on a mortgage ... 07/03/09 04:35am
en: Their music has the uncanny ability to either make me feel existentially alone or incredibly elated. And either... ♫ http://blip.fm/~9amu8 07/03/09 04:35am
en: @thisisryanross plz give a shout out ryan or george or whatever u prefer 07/03/09 04:35am
en: just learned my niece has never watched a hitchcock film.Imust address this before she moves to OR..start with Rear Window, Psycho, NBNW 07/03/09 04:35am
: We've seen plenty of tiny UAVs (or NAVs.. http://tinyurl.com/mdsmre 07/03/09 04:35am
en: @cerasi05 That is the creepiest cover ever. It's like the brady bunch or something. Why is their dad never pictured? 07/03/09 04:35am
en: debating weather or not to get pro tools. it'd look good to have it, but is it really worth it? that is the question. 07/03/09 04:35am
en: @_Riff_ Thanks. I'll admit to a bit of narcissism there. But I was going for "ironically drunk looking (or not) party guy" look. Champagne! 07/03/09 04:35am
no: being lazy and getting reay for the PIKES PEAK OR BUST RODEO 07/03/09 04:35am
en: ...or the smallest act of cring, all of which have the potential to turn a life around- Leo Buscaglia 07/03/09 04:35am
en: @RyanSeacrest Hey Ryan, is Simon really that mean to you or is that just joking around? lol 07/03/09 04:35am
en: @kimmerz325 when do u return home??? im going to vegas this weekend...... or r u supposed to be incognito? 07/03/09 04:35am
en: Well I guess I'm in love again. Or still depending on how you look at it. She's great and she still makes me smile. 07/03/09 04:35am
en: Question, WDW Top 7 or Must Do Disney? You have to, and you can only choose, ONE! 07/03/09 04:35am
en: @RickStrahl I like the http://CodePaste.NET site. Nicely done. Do you intend for others to use it or is it a personal site? 07/03/09 04:35am
no: loginerr or=errn o2 07/03/09 04:35am
en: @ddlovato My name is Samira please reply or say somthing back ;( umm i think this is going to be my mission for you to say somthing back. <3 07/03/09 04:35am
en: @moneda Top 5 Vibe covers: 5. East Vs West. 4. Mariah Carey (1st) 3. Wu (orange/red hue to it... have it) 2. Fugees or Lauren Hill 1. Tupac 07/03/09 04:35am
en: officially my last weekend living in Michigan. The feeling is indescribable and I don't know if I'm more scared or excited at this point. 07/03/09 04:35am
en: *sneezes again* Yeah, I was considering having a drink or two at the party tomorrow, but the way I'm congested my immune system is too weak 07/03/09 04:35am
: http://stevedeerfield.com 07/03/09 04:35am
What I need <b>or</b> require:: What I need or require: 07/03/09 04:35am
en: @karenstollznow Did you mean grrr or grlrlrlrlrlrl with a tongue roll? 07/03/09 04:35am
en: RT @KEVINLORIGO: Am I still dreaming, or is this #Loon now a SENATOR? http://twitpic.com/94c1i For real? #toct #P2 #fail #gop #Loon 07/03/09 04:35am
en: A "20 ITEMS or LESS" is MEANT for JUS THAT!!!... like WOW, IM TRIPPIN WITH DA LADY IN FRONT OF US!... she dont give a fk! LOL 07/03/09 04:35am
en: hmmm roommate is having sex...either his girl is easy to please or shes a good actor....lol 07/03/09 04:35am
en: @AroundTheHorn Ariza should fire his agent. He left a championship team for a struggling team. No Yao or Tracy.. Bad career move for Ariza 07/03/09 04:35am
en: @NDiiBaBii LOL like is he a record producer lookin for some new talent or some shit? Ima tell letroy what he said about ashanti lmao 07/03/09 04:35am
en: @the_realTrelle dang walking to the rail? or what? 07/03/09 04:35am
en: Is apathy willing or unwitting ignorance, and how does it differ from indifference? Indifference is the oppostie of love. Even H8 cares... 07/03/09 04:35am
en: @billycoover Do you email or twit much with your #iPhone? I use cut, copy & paste daily. 07/03/09 04:35am
en: Is it just me or does the Stargate Atlantis insignia look look a pair of underwear? http://www.scifistore.com/items/p/sgpa375.jpg 07/03/09 04:35am
en: Or here is another great line from that song- ok i no this one honey i call her track star cuz when we Fuck she run from me 07/03/09 04:34am
en: Public Enemies -- major motion picture, or 2+ hour long Sega CD cut scene? 07/03/09 04:34am
en: Still it's a man-fit. Man-fit= man outfit or man hissy fit. 07/03/09 04:34am
en: @dew00druff Doing anything for the 4th? I'm sure we'll have our usual BBQ or something..if you wanna join. Although I gotta figure it out. 07/03/09 04:34am
en: Damn Ive been getting no good sleep. Mmm debating if i should go out or not? 07/03/09 04:34am
en: The Alzheimer's Action Plan - “Most of us will either get Alzheimer’s or care for a loved one who has" The Alzheim... http://ow.ly/1 07/03/09 04:34am
en: http://twitpic.com/943da unf. Brendon. Stop being so hot (or, ya know, DON'T) 07/03/09 04:34am
en: What we know, what we think or what we believe we know is of little consequence. The only consequence is what we do. - John Ruskin 07/03/09 04:34am
en: The Alzheimer's Action Plan - “Most of us will either get Alzheimer’s or care for a loved one who has" The Alzheim... http://ow.ly/1 07/03/09 04:34am
en: @RaDollasHpc Already u no where i b.. twitter or myspace get at me.. 07/03/09 04:34am
en: Eat or not to eat? But I want poste or peppenero haha 07/03/09 04:34am
en: The Alzheimer's Action Plan - “Most of us will either get Alzheimer’s or care for a loved one who has" The Alzheim... http://ow.ly/1 07/03/09 04:34am
en: hmmmmmmmm......stri club or no strip club???? NOOOOOOOOO!!!......................................SHIIIT....................YEEEEEEEEEES!!!! 07/03/09 04:34am
en: Am I still dreaming, or is this #Loon now a SENATOR? http://twitpic.com/94c1i For real? #toct #P2 #fail #gop #Loon 07/03/09 04:34am
en: The Alzheimer's Action Plan - “Most of us will either get Alzheimer’s or care for a loved one who has" The Alzheim... http://ow.ly/1 07/03/09 04:34am
: Long time no see buddy! Try Gmail or skype. Lotta things to catch up! 07/03/09 04:34am
en: IS MCDONALDS NORMAL OR THE OPPOSITE OF NORMAL? 07/03/09 04:34am
en: @physigory that there is no Westley for me for me, or that there is? #moonfruit 07/03/09 04:34am
en: ARTEST AND KOBE? BETTER THAN SHAQ AND LEBRON OR VNCE AND HOWARD? YALL SILLI 07/03/09 04:34am
en: dang i wish i was indian. or have hella indian uncles lol. they got hella fireworks for free. and they only spent 180. 07/03/09 04:34am
en: that's enough android for the day. fucker drops off the network and doesn't notify me or know that it dropped 07/03/09 04:34am
en: @Rosemont_Farm We read the first 4 or 5 to daughter. Then decided she was too young for later ones. Now she's big enough-she's reading all. 07/03/09 04:34am
en: *Ladies Only* ... ima keep u private.. no retweeting.. foreal.. How do u tell a man u want sex without physical or verbal contact? GO! 07/03/09 04:34am
en: for the record, the prayer cross is never the perfect gift for an atheist, agnostic, or non-Christian 07/03/09 04:34am
en: Niggas do too much, they take too much of ur energy. U either hating or loving. Omg wtf 07/03/09 04:34am
en: Hey Drew...flat or hilly ride? Hope you had a few hills. Congrats. on your first 100! 07/03/09 04:34am
en: @adribbleofink Yeah, I'd be up for that. Might take me a week or so to get questions back to you, depending on when you send them. 07/03/09 04:34am
en: @loveleeheather haha thanks!!it's lords will if I get it or not. 07/03/09 04:34am
en: I want to ride bike, run, or do laps in a swimming pool right now or tomorrows cool. Anybody up for it? 07/03/09 04:34am
en: if they started throwing popcorn or that red beam on the key chain would of hit the screen people are so stupid 07/03/09 04:34am
en: @Bleeding_Heart - do you have gluten-free cupcakes (or other treats) available on a daily basis for walk-ins, or do you have to custom order 07/03/09 04:34am
en: I don't understand how or why some people defend driving drunk. 07/03/09 04:34am
en: Oh and while I'm at it......don't twittpic ur food either.no one cares to see ur burrito or falaffel! 07/03/09 04:34am
en: yeahh.. didn't like Carla or Kayla's final dance 07/03/09 04:34am
en: @JustinGonzo you ok? I'll holla at ya later or tomorrow. Homie! Or are ya gettin YO WUTANG ON!??! 07/03/09 04:34am
: We've seen plenty of tiny UAVs (or NAVs -- Nano Aerial V.. http://tinyurl.com/mdsmre 07/03/09 04:34am
en: @jessicasay33616 i wanna paint my toes but i need either a purple or a blue 07/03/09 04:34am
en: @veronamay Well, it's tattooist Misha or Tattooist!Keith Richards or tatooist!Chad, 'cause nikki is passed the fuck out and maybe dead again 07/03/09 04:34am
en: Need help from the web gurus -need to build hubbys personal training site with info mkts and product - wordpress or template? HELP! 07/03/09 04:34am
en: @ryzarocks To be fair, Alan Rickman's playing the Snape role brilliantly. Or do i just love Alan Rickman? Hehehe. 07/03/09 04:34am
en: Wordsmith.org Today's Word: dibs: The right or claim on something. http://tinyurl.com/muhh35 07/03/09 04:34am
en: was thinking of moon pies...I see the #moonfruit hashtag...maybe I'll win an apple ? or hashbrowns ? 07/03/09 04:34am
en: @ the end of the day it doesnt matter how your hair looks or what your wearing; as long as your with the people you love it's all good<3 07/03/09 04:34am
en: Five Steps to Determine When to Virtualize YourServers: (Oracle) Cloud Computing: Latest Buzzword or Glimpse of .. http://tinyurl.com/n2f6hf 07/02/09 06:22pm
en: @capoera death wish 1,2 or 3 lol 07/02/09 06:22pm
en: When traveling internationally I like 2 put either circus mime or plus-size hand model on my customs paperwork. Singapore didn't think funny 07/02/09 06:22pm
en: "Hey man, want a hit off this joint, or are you chicken?" "I'm not a chicken, you're a turkey!" I love Reagan era drug war comme 07/02/09 06:22pm
en: @kanchikali you can't use anything without LEARNING it first.. then the productivity starts rising ;) or declining ;) as in my case 07/02/09 06:22pm
en: @suzannelilly Dumb idioms: Running a quart low; couldn't pour water out of boot w/ instructions on heel (or bucket); lights on nobody home 07/02/09 06:22pm
en: Dentist went good no cavitys or gum bleeding 07/02/09 06:22pm
en: Jus clocked someone I've seen on TV in Starbucks. I couldn't say "hello" or "I love your work" because I don't watch dem channels 07/02/09 06:22pm
en: fucking internet. or no, scratch it. fucking broadband. whatever 07/02/09 06:22pm
en: @zweedotcom 7 days and no answer from this 'zweet.com' Can't order. suppose you dont even have iphones for $249 or xbox for $109. ?!?!?!?!? 07/02/09 06:22pm
en: Man should aim for greatness in all things.Why should he give up the hope to memorise the quran or spread the light of Islam? 07/02/09 06:22pm
en: should i join the gym? hmmm.... or will i be in debt again... 07/02/09 06:22pm
en: @solipsiae Are you at work or what? I'm in Arlington right now. 07/02/09 06:22pm
en: @londonword got to their twitter profile and click send updates to my device or something along those lins..its rite by their pic 07/02/09 06:22pm
en: @jobaxphilxianxo you can win a free computer or something by writing #moonfruit. they pick the person randomly from twitter. 07/02/09 06:22pm
en: so if the memorial is on Tuesday, I have a big decision 2 make...go or take my math test... 07/02/09 06:22pm
en: CW @glenngreenwald Maybe we can paint bombs green before we drop them on Iran http://tr.im/qEHe or you could stop PAYING FOR THEM. 07/02/09 06:22pm
en: @ruhlman Yup, same here. I don't cook when I'm in a funk or angry. And what I DO cook rarely tastes "right". Strange, isn't it? 07/02/09 06:22pm
en: BlogHer study finds 64% of its users made a purchasing decision as a result of recommendation or customer experience posted on a blog 07/02/09 06:22pm
en: http://twitpic.com/92a20 - Rain should go out back now. Or down the drive. Water comes out spouts beside the steps. 07/02/09 06:22pm
en: Bout nother, 40 minutes or so till beta. Can't wait. 07/02/09 06:22pm
en: It's been a week and Im still playing all MJ all the time. I can't blame it on the sunshine, or the moonlight, just the boogie 07/02/09 06:22pm
en: @sharjunkies "wanna try my new perfume? i love it" hahaha or... just be like... u smell like shit. 07/02/09 06:22pm
en: I'm staying on twitter and refreshing it every 10 SECONDS till @ryan_leslie or @jasminesullivanmusic hopefully respond to me about tix! PlZ! 07/02/09 06:22pm
en: @twervert I'm just taking off the people that I don't talk to or who don't talk to me. 07/02/09 06:22pm
en: @quirkykitty if only Ludwig II of Bavaria were alive to construct this :( or maybe even William Randolph Hearst 07/02/09 06:22pm
en: Who do I want to please more - God or people? I know in my heart, but it's hard to accept when I can't do both. 07/02/09 06:22pm
en: @SoulFoReal damn that LV purse is like 6pair of citizens, sevens, or true religions. hmmm to buy or not to buy?!!? dundundun! 07/02/09 06:22pm
en: Hopes the Kings go out & get a player or two today. Or at least lock up Frolov long term. 07/02/09 06:22pm
en: What do you think? Lexus IS convertible or Infiniti G37? 07/02/09 06:22pm
en: There are no active watches, warnings or advisories http://tinyurl.com/p3m6eu 07/02/09 06:22pm
en: waiting for Rochelle ... she needs to wake up or we're done , for sure . 07/02/09 06:22pm
en: @tweetmeblack thanks. I like to figga out for myself. Asking questions makes me feel dumb...or as if Im bothering others. (silly, i know) 07/02/09 06:22pm
en: @HuRa I was wondering if they filmed it in Brazil or something. 07/02/09 06:22pm
en: In 1 interview the person decided not to quit afterall so there was no opening and the other only lasted 5 min so idk if that's good or bad. 07/02/09 06:22pm
en: @jknevitt Yeah you gotta watch me. I always sneak in an extra puff or two, three, four. 07/02/09 06:22pm
en: @xeedoc Now lol I'll be leaving in like 15 or 20 min 07/02/09 06:22pm
en: Is it me or am I the only one who remembers face from Nick Jr . 07/02/09 06:22pm
en: Drank an energy drink with weird organic ingredients- the buzz is making me edgy in a fight-or-flight kind of way. This was a bad purchase. 07/02/09 06:22pm
en: @jcostaman Can I have a code for giveaway when I do my review? Or two? Or three? :D DM them to me if you can. 07/02/09 06:22pm
en: Receive A Complimentary Black JUST IN CASE Tote ($85 Value) With The Purchase Of Any Wheeled Travel Case ($495 or More) 07/02/09 06:22pm
en: @MissKatiePrice you look after yourself katie and ignore any of the crap the papers or that twat peter comes out with 07/02/09 06:22pm
en: #mindfulmoment Don’t exercise to punish yourself for eating or earn the right to eat. Exercise for all the great benefits you’ll receive. 07/02/09 06:22pm
en: @nippy916 something 'new' or 'slightly used and abused'? 07/02/09 06:22pm
en: lady whines because her car's too bif to pull out of parking spot. gimme a break or admit you're incapable 07/02/09 06:22pm
en: god please, i cant sleep! @vitaamanda vit ayoooo viiit, don't just think or dream!make something.. 07/02/09 06:22pm
en: JKManager needs to tell JKodeMonkey to stop jumping from project to project, or there will be massive layoffs. 100% layoffs. 07/02/09 06:22pm
en: @ashtonteal Don't you have some ranchers to wrangle up or some beef to tend to? 07/02/09 06:22pm
: (^_^)~Yoderkat 07/02/09 06:22pm
en: Wow i see this is gonna be a fun day in twitter land again 2day i guess i should just go back 2 facebook or myspace 07/02/09 06:22pm
en: @angrywhitegirl North or South? 07/02/09 06:22pm
en: @sparklyshellie or magic. been reading lots of kids magic books lately, keep wishing I could use some of the spells. I think you'd like them 07/02/09 06:22pm
en: QuestionsIhate: awwww boy or girl?? (He has on a blue polo outfit...r u fuckn serious) I neva seen a baby dome!!! 07/02/09 06:22pm
en: WITHOUT THE CONSTITUTION YOU WILL NOT HAVE THE FREEDOM TO TWITTER OR TO BLOG OR POST ON YOUTUBE 07/02/09 06:22pm
en: wow some Chinese lady open the shop door and yelled out some rubbish ... maybe cursing us or blessing us .. i don't know yet SUPA WEIRD 07/02/09 06:22pm
: http://twtpoll.com/r/e25ce4 07/02/09 06:22pm
en: @SunnyPhoenix So r u or aren't u performing @ the block party?-lol 07/02/09 06:22pm
en: #quote: Happiness is not based on position, power, or prestige but on the relationship with other people that you love and respect. 07/02/09 06:22pm
en: @ebenn23 LOL! But you would think that lace would be scratchy or itchy or... something. Nope! All's good :) 07/02/09 06:22pm
en: @Obiethepromoter or just tell her! She shld appreciate u &d ur honesty. Bad breath is not fair 2 either parties involved. Why shld u suffer? 07/02/09 06:22pm
en: @Garyvee - How much do you think being from NJ or being from an immigrant family plays into your success? #mixergy 07/02/09 06:22pm
en: People are Flippr-ing out. Or is it Flippr-ing off? http://flippr.snapps.com 07/02/09 06:22pm
en: Would u rather eat a tub of butter or a jar of mayo? 07/02/09 06:22pm
en: Is taking 23 or 26 credits in the fall.....am I truly insane? How about Detroit signing Gordon and Villanueva. They sure don't like down ... 07/02/09 06:22pm
en: Pres. Obama forgets that Gov. has never been a creator of economic value or wealth. It is small busness which creates the bulk of all jobs. 07/02/09 06:22pm
en: @BrittanyOliver 0o0o0o ok yeah mediatakeout was sayin he got robbed after the BET awards but it was a rumor...idk if its true or not 07/02/09 06:22pm
en: im a little flustered. sitting in my office and unsure what to do. Work my 9-6 job, design work or work on the acceptedproject.com 07/02/09 06:22pm
en: Or in person ones! RT @nwjerseyliz: It's curious people would rather buy Followers than spend build up networks of online connections 07/02/09 06:22pm
en: Give me ambiguity, or give me something else. 07/02/09 06:22pm
en: If you haven't yet died from the heatwave or swine flu then don't worry, there are flash floods on the way!! LETS ALL PANIC! love Bertie! xx 07/02/09 06:22pm
en: @ratty67 not departure from Alton Towers is Approx 5pm I think, its an early morning start I think, 8am or 8.30am, dont quote me on that 07/02/09 06:22pm
en: either near to me or far, it?s no matter baby where you are, I think of you ♫ http://blip.fm/~99kw6 07/02/09 06:22pm
en: Hey I'm slowly getting over post tour blues...in another day or two I'll be pleading for another tour 07/02/09 06:22pm
en: Verizon stores: because shopping for or servicing your phone wasn't a big enough clusterfuck 07/02/09 06:22pm
en: Block, block, block, blocked. Looking forward to a 400th follower who isn't a "Twaffic" generator or an international social media expert 07/02/09 06:22pm
en: I'm debating on whether i should listen Dance Or Die With A Vengeance. anyone hear it and enjoy it? 07/02/09 06:22pm
en: @reed666 Gotta love discussing politics in 140 characters or less. I'm squelched. 07/02/09 06:22pm
en: @DiggsWayne The showmanship and discipline from that era is think has faded....or am I jaded by the latest Drake video? (*.*) 07/02/09 06:22pm
en: I'm either 1 or 3 cuz I'm better than 2/ depends on ur view/ 3 counting up 1 counting down I'm boss / I'm presidential 07/02/09 06:22pm
en: @jeffrank9 yeah, we can't send them off in mabou, the nearest place that'll take them is Antigonish or Sydney :( 07/02/09 06:22pm
en: ''i said if you're thinking of being my baby, it don't matter if you're black or white.'' 07/02/09 06:22pm
en: I like how there's a big chance that they might pull another tooth...ugh. Hate this...repeat of last year or what...driving back now. 07/02/09 06:22pm
en: Don't burn your skin or your wallet! We've got affordale SPF products that will protect your skin! Try Peter Thomas Roth Uber-Dry Sunscreen! 07/02/09 06:22pm
en: Can't decide whether or not to go to the Workshop show... Really wanting to nap! 07/02/09 06:22pm
en: @cewhite There are thousands of outline apps. The use tab, command tab, command arrow, or command [] to shift items in an outline. Not LB. 07/02/09 06:22pm
en: Its so hot in that I'm sure I would feel more comfortable walking around in a bikini or lying on the beach somewhere... 07/02/09 06:22pm
en: @david_henrie http://twitpic.com/3sivt - it looks like she is going to fall or she is running backwords? 07/02/09 06:22pm
en: Interesting how so many want to b the 1st to report MJ news but none want to give credit to their sources. PPL fact check b4 tweeting or FB 07/02/09 06:22pm
en: i need my hair cut! im thinking or lying in the sun, i think i missed my last chance to give Karen her grad present before she left for van. 07/02/09 06:22pm
en: First girl to hit me up on this twitter thing has got a free date to the movies with me right after wrk, 4 or 5ish Public Enemies wit ya ... 07/02/09 06:22pm
en: God is watching, whether you believe in Him or not... 07/02/09 06:22pm
en: Your place or mine? Tell you what? 07/02/09 06:22pm
en: how do I let you know things like, “U have dandruff “or “u dripped on the bathroom floor or messed up the sheets?” http://tiny 07/02/09 06:22pm
: Red or green pill, you live and you learn. C'mon! 07/02/09 06:22pm
en: :about to tee off. What do you suggest? 5 or a 6 iron? http://schmap.me/2zvbac 07/02/09 06:22pm
en: Take out lip ring... Or leave it in.... Hmmmm 07/02/09 06:22pm
en: nazthetwit, we dont care if you voted for Mousavi or Micky mouse, this is a revolution, out with ALL dictators and free Iran#Iranelection 07/02/09 06:22pm

Speakapedia lets you take the wiki with you (Mac OSX) Speakapedia converts wikipedia article text into an itunes track for...

Non-clinical, OSX, Reference, Software, productivity

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Comments

Thank you for the great review.

Re: “My working files are kept in my Dropbox, which is dynamically synced to an online server.”

Currently, the combination of JungleDisk plus Amazon S3 has a better pricing than Dropbox.

Comment by Clinical Cases and Images - Blog on January 13, 2009 @ 1:31 pm

@Clinical Cases and Images - Blog: That may be true. However, at the moment I use dropbox for my working files only, so only need a free account. I have two forms of backup for my hard drive, so I can’t see the value of keeping more files in my dropbox. At this stage.

I know others use their dropbox differently, so thanks for the useful information.

Comment by cris on January 13, 2009 @ 2:45 pm

Nice post… I feel like your attempts at managing your electronic life are mirroring my own (I recently bought a S510M as well :))

I’m not sure if you’ve tried out Ironic Software’s (the makers of Leap) other offering: Yep. It’s the only program I use to maintain my scientific .PDFs (didn’t like Papers). I like it because of the “Tag Cloud” interface, which helps me to visually drill down to what I am most interested in. When I last demoed Leap, it was still fairly unpolished. The main advantage of Leap is that you can organize Excel, Word, etc…. Yep only does .PDFs, but since it is very well integrated with ScanSnap which makes .PDFs, it might work for you.

One caveat to tags (which I love): try and plan ahead with the word set that you are use, or else you’ll start having “intenstine, gi, gitract, smallintestine, largeintestine, colon, bowel, etc.”

Comment by rewards on January 13, 2009 @ 10:52 pm

@rewards: Some great suggestions. I try to think of tagging as digital filing, so I try to keep to 3 or 4 tags per document, and make them akin to the labels on a paper file. I ran into the problem you are talking about when I last went through filing. “Together” (which I was using) has an option of auto-tagging, which means some items got 12 or 15 tags each. Nightmarish, and unnecessary.

I use Papers for my scientific PDFs, and I love it. I looked at Yep, but felt it didn’t fall into this category, as it doesn’t support other files. Apart from my PDFs I have a lot of txt/doc/rtf other documents from years of computer use.

And congratulations on the Scansnap. We bought one for home and within a week, my hubby had bought one for work as well. Amazing contraptions.

Comment by cris on January 14, 2009 @ 2:25 pm

@cris: Since we’re talking about digital aggregation, I’ve actually been playing around with DEVONthink at work (where we have a site license for the Pro version). I’m eagerly awaiting the final release of v2.0 which is purported to incorporate tagging (the 2.0 beta release doesn’t have tagging implemented) I haven’t dumped all of my thoughts in it yet to see how well it’s AI/data mining is, but I’m hoping to use DEVONthink as my electronic (research) notebook as well as keeping txt/doc/rtf/xls/ppt/key/etc…

Long winded way to 1) ask have you much experience with DEVONthink? and 2) state that I like that Yep only allows .PDFs…. it’s the nice separation that I’ve come to appreciate from iTunes vs iPhoto (both media, but separated and integrateable at the same time). I keep Yep as minimalist as possible for only published literature (a read only library) while using other mechanisms for my own ramblings (i.e. Yojimbo, DEVONthink, etc.)

Comment by rewards on January 14, 2009 @ 10:11 pm

@rewards: Never really used Devonthink. At the time it was recommended to me, I ended up going with a different notebook-like product. I have DevonAgent (which I got in a software bundle) which I find quite confusing. If you try it out, I would love you to submit a guest review.

I know what you mean about separation of file types. I love Papers, which I know you don’t like that much. I really like that I have a solution for academic PDFs that is separate from my other filing, integrates PubMed metadata etc. I find that a really useful distinction.

I guess I should also mention the elephant in the corner. Evernote is an excellent digital filing system, especially for those that are always on line. It falls squarely into the bucket and search category, but I know a lot of people who use it for that purpose. I don’t like the idea of having all my files off my hard-drive, so the new syncing features are very appealing.

Comment by cris on January 15, 2009 @ 8:27 am

@cris: I’ll gladly post some thoughts if my work okays the upgrade to v2.0

I haven’t played with Evernote primarily because I got the impression that it requires the internet (am I mistaken?) I like the *option* of using the internet to sync multiple devices/machines, but really dislike anything that breaks when you’re offline…

Comment by rewards on January 15, 2009 @ 8:35 am

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Keeping electronic files under control

Paper general reference filing

Electronic filing

Option 1 - The Big Basket (Filing by search)

Option 2 - Control your world with little folders

Option 3 - Tag and search

Option 4 - User interface

Remember to back up your files

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