I recently purchased DEVONthink Pro and am happily integrating it into my workflow. My goal is to form a research library from collections of interesting and relevant clippings that sprout up over the next several years. The thing is, I don’t want to invest time into carefully forming a research library if I’m not using the program effectively. I want to set the system up properly from the start; I don’t want to ruin the potential power of DEVONthink’s AI features in the long-run. These are some issues that have been bugging me in this regard:
1- Pre-filtering: Should I invest time into “helping” DEVONthink by making sure that all of my files don’t contain a bit of extraneous information? For instance, instead of pulling a highly relevant quote from a website, I’d rather archive the whole page. Is this a bad idea? Will this taint the relevance of search results and the usefulness of the “See also…” feature (since irrelevant content inevitably appears in web archives)?
Another scenario: If I stick a monster PDF file in the database, am I messing with DEVONthink’s AI features? Wouldn’t it be “unfair” to mix an enormous block of text with pre-filtered highly relevant quotes?
2- Databases: How many databases should I have? My research library is in the same database as project support materials for my clients (but in different groups). Should these groups be in separate databases since they are completely unrelated? Could keeping too much unrelated information in one database spoil the potential usefulness of DEVONthink’s AI features?
3- Groups: Does it really matter what group a certain file is in? Say I have a group entitled “nytimes.com” where I store clippings from news articles that I find interesting. One may be about software and another may be about healthcare. I don’t believe this would work well with the program’s “Classify” feature. Should I find another way to organize clippings that doesn’t involve grouping them with their source?
4- Naming files: I’m trying to implement a method for storing excerpts that is described at http://www.stevenberlinjohnson.com/movabletype/archives/000230.html . How should I name files – can I rely on DEVONthink’s auto-name feature (for clippings)? If I am capturing an excerpt from a book, where should I store the page number – in the file itself or as meta-information?
I’d love to hear what power DEVONthink users think of these issues. Thanks for your help!