A reader left this comment on one of our recent blog posts: “Great blog! I’ll be saving this to my Digital Idea Archive.” What’s a Digital Idea Archive??? We contacted the reader, Leah Murray from BC, and asked her to explain….
Guest blogger: Leah Murray
Do you sometimes need a new idea to get creative and writing again? I do. But now I know what to do about it, thanks to my Digital Idea Archive Project.
I figured my project needed to be tackled in three parts:
- Find inspirational ideas I want to keep
- Stash ’em someplace safe for future reference
- Find ways to retrieve them after we’ve passed through the ancient mists of time (gulp).
Getting the archive set up was straightforward. Sure, it posed a few questions, but I found the solutions and in the end it was worth the effort.
Find ideas I want to keep
Google’s computerized searches are well up to the work of finding inspiration. If Google could do it online, could I harness that for personal use?
Yes. There’s a handy thing called a Google Alert that will scour the web and bring back whatever it finds about your interests in the form of a daily emailed digest. It took me no time at all to set up Alerts for books, writing tips, photography, farming, small business, and other topics that interested me.
Emailed items turned out to be another piece to the puzzle: if I can see the original text or image that triggered my idea, I can recreate my train of thought in a flash. Getting ideas emailed to me or emailing myself and then archiving those emails appropriately seemed a good way to start. My Google Alerts became part of that
My written work is often triggered by images, so Pinterest was the next stop. There I set up “boards” for books I wanted to read, writing craft, punnies, inspirational artwork/photos, places I want to go, and my perennial interest in self-help/DIY things. Like Google Alerts, Pinterest also sends me a weekly email based on my preferences.
My newest venture is Instagram, a mobile app a lot like Pinterest, but which I find good for sourcing and organizing videos and the people who produce them, like this video on what Instagram can do.
Idea archive part one, check.
Stash ’em someplace safe
I live in a tiny granny suite in the southwestern corner of BC, where space is at a premium. I can no longer keep physical archives, and I didn’t have enough empty file storage space on my existing computer. My archive still had to exist in a form that was
- accessible with minimal effort,
- human browsable, for when I’m leisurely searching files for a fresh idea or slant on a perennial topic, and
- computer searchable, for when I’m working on a broad topic with lots of disparate notes from different times.
A quick poke through Staples and London Drugs websites unearthed the perfect solution: a hefty 2 terabyte Passport drive that plugs in to a USB port on my computer, and holds LOTS of files. All I needed was a sale and less than $100 to end my space challenge.
Most mail programs allow you to print your emails to pdf and put them in disk folders, but I’m lazy-fingered and find that inconvenient. Gmail for example: Right-click on any white space in the email you’re looking at, choose Print, and then use the Change button under Destination to select “Save as PDF”. Most recent versions of Windows and Mac OS have this built in – if yours doesn’t, an Adobe Reader download – – will install it for you.
But my emails get sorted into archive folders under my in-box: I just drag and drop them from inbox to mail folder as I’m checking email each morning. I then use Office 365’s Outlook archiving features to put folder structure and emails onto my Passport drive.
All social media platforms have been known to lose links to information, so things I want to keep, I save to my own archive. In Pinterest I just click on the image, then the “Read It” button at the bottom right hand corner of the image, and copy-paste the article into a Word document and store it in an appropriate folder on my computer. LinkedIn lets me copy and paste entire conversations the same way.
Consistent folder names across the various storage, email, and social media platforms make retrieval much easier. Folder structures work best for me if they are named in the ways that I think, so I created my own. A couple of hours saw my folders labelled and matched on every platform.
I write a LOT about photography and digital imaging, and write poetry, essays, and fiction, so here’s how I organized things.
Occasionally I create a desktop or browser shortcut, aka a bookmark, if I think a topic is a passing fad rather than a long term trend. Bookmarks are easy to create both in Mac and Windows.
For stuff I’ll work on in the next month or two, I save browser bookmarks in folders (yes, you can make – and search – your own folders there too)! ( Chrome does it this way; Firefox this way, )
Idea archive part two, check.
Retrieve ’em when you need ’em.
Getting things back from storage, of course, is key.
Emails (in individual folders OR across the entire inbox and all sub-folders) are searchable by subject line, content, keyword, date and sender and by some or all of the above in every mail program out there. You just have to learn how. Every email program is slightly different, and not everyone uses my beloved Outlook. For Gmail, I read the search instructions first, learned about search operators next, followed up with a couple of questions in the support chat forum, and I was away to the races.
I then started to learn how to use my File Manager search function to retrieve things. I was astonished to find that my computer has a collection of lovely internal searching systems tucked away in its version of “plain view” – here’s a Windows tutorial on how to find and use those effectively. Macs aren’t wildly different: you use Finder there instead of File Manager, but the principles are identical.
Et voila: one big idea archive, for zero physical space, a few dollars, and a bit of head-scratching.
Digital Idea Archive Challenge conquered!
Meet our guest blogger – Leah Murray
Leah Murray operates byteSMART Strategies from the Lower Mainland of British Columbia, Canada.
Following a career in the Canadian Forces, Leah opened her first technology support business in Oshawa, Ontario. She closed that business in order to work with scientists in the Research & Development division of an international pharmaceutical company headquartered in Toronto. Several years in rural Ontario developed her passion for small businesses, artisanal, agricultural and otherwise, and today she devotes her energy to helping these enterprises plan, transition and manage their technology.
Today, her raison d’etre is the bringing of technology into the service of the arts, and she writes about it!