Dealing with Avalanche of New Data

4 views
Skip to first unread message

daly.d...@gmail.com

unread,
Jan 20, 2008, 2:00:26 PM1/20/08
to The Efficient Academic


I have just come into about 3000 pages of journal articles that I need
to quickly get set up in the best ways possible.

Some are PDF. Most are in word processing files.

I have to make some serious choices.

I can see General Knowledge Base, Ask Sam, MyInfo or Idea being
possible solutions. Splitting articles up in Zoot is a pain.

Plus I am having difficulty getting all my databases to open as part
of one project in Zoot, and until I can figure out how to clean up
that mess I want to lay off Zoot for a while.

I also figure I could use Ultra Recall, which is set up on a USB
stick.

Or I could put it all in Surfulater.

I like the idea of Idea, being able to group articles into projects.

For some reason the notion of using Biblioscape or IdeaMason doesn't
seem like a great idea. Not sure why.

Frankly, I am feeling overwhelmed. And I don't have time with so much
stuff to get into the system to spend figuring out what kind of
database to use.

Re UR, I like being able to make notes on a document. But I am never
quite sure how to differentiate between bringing a Word doc into UR,
or simply linking to it.

Hope this all makes some sense.

And to make matters even more challenging, the mentor who has given me
the 3,000 pages, says there's about another 5,000.

Please help--suggestions, or criteria to use so I can make a good
decision. I thought I knew this stuff. But now I am aware of how
little I know.

I kind of like AskSam and its entry forms, but I have heard so many
horror stories about AskSam's Jim Lewis (creator of InfoSelect, a
dated product known for inconsistent and downright bad customer
support) approach to customer relations that I am afraid. As well, the
AskSam group is down to about 40 members, not a good sign.

Thanks to any and all for your help.

BTW, time is of the essence, because I need to start doing some
writing based on parts of this material within the next week or so.

There are two programs, SuperMemo and Recall Plus that I can use for
some of the learning and remembering of the material such that it'll
facilitate writing, presenting, synthesizing for use in therapy, etc.
And I am considering ways of using ordinary mind mapping and concept
mapping.

I think the spontaneous, immediate writing on index cards as things
hit me will provide a useful way of observing some of the connections
my own mind makes just out of the realm of awareness. However, my
immediate reaction is one of overwhelm at how to deal quickly in the
first instance with all of this stuff.

Thanks.



Daly

Tom Birkland

unread,
Jan 20, 2008, 3:30:10 PM1/20/08
to The-Efficie...@googlegroups.com
A quick suggestion--I had a similar issue with having to split >1500
articles downloaded from lexis-nexis into Zoot. What I did is find a
unique "top of document" identifier--that is, an identifier that would
only appear at the top of each document. I did a search and replace on
DOCUMENT (case sensitive) and replaced it with ~~DOCUMENT (two
tildes)--I use tildes because while common in Spanish, they rarely
appear in English text. I then imported the whole lot into Zoot using
the two tildes as the file delimiter (this trick also works well for
creating delimited text in Excel). I was then able to do a very quick
and dirty content analysis in Zoot.

Of course, this works less well with long articles--and some did split
into separate zoot entries. So this is not perfect. I've not had the
problem with keeping everything in one project, although my files are
pretty small.

Tom

Argey

unread,
Jan 20, 2008, 9:14:54 PM1/20/08
to The Efficient Academic
A product that I'm responsible for, 3D Topicscape, has been designed
for just such a purpose.

It helps you build a 3D mindmap of reference material, where each
topic (and you define what each topic is) can hold one or more
references, PDF papers, web pages, or notes of your own. The benefit
of this, in the circumstances you describe, is that you sort the
material into the Topicscape as you review it the first time and build
your own ontology of the subject in hand. Then when you go back,
everything's grouped and sorted, and in addition to the usual word
search, you can search by topic -- flying and zooming in the 3D
landscape.

Topicscape can produce either mindmaps or concept maps. It allows
adding relationship phrases describing how topics or concepts are
related. It does not confine you to the strict tree-structure of a
mindmap, but permits multiple-parents, so that one item can appear in
multiple places without copying the file.

The volumes you describe should not be a problem. I have a Topicscape
in daily use with 1,400 topics and 8,700 files in those topics, and we
have stress test Topicscapes that are even bigger.

You do need a PC with an up-to date 3D graphics adapter or chipset.

Argey
http://www.topicscape.com


On Jan 21, 3:00 am, "daly.de.ga...@gmail.com"
> And I am considering ways of using ordinarymind mappingand concept

Daly de Gagne

unread,
Jan 21, 2008, 9:30:40 AM1/21/08
to The-Efficie...@googlegroups.com
Argey, thanks for the post.

I have used Topicscape in its demo forms.

I have a dead demo on my hard drive now, otherwise I would have played
with it for this issue.

Somehow I have not quite warmed up completely to Tscape, though i like the idea.

I still have to get the hang of it.

Apparently Tscape is going for real cheap on Bits tomorrow and I plan
to pick it up.

However, the trial version is useless to me because I had a previous
challenge version so I cannot get into Tscape. I don't know why
developers do that. They probably lose more sales by making it hard
for people to have a new trial. I have often bought software on the
third or fourth trial.

Anyhow, appreciate your thoughts on how I can make a state of the art
knowledge base with a minimum of 1,000 articles over the next few
months.

Why should I use Tscape as opposed to other programs -- serious question.

Thanks. And I am glad you are on the list and spoke up.

Daly

On Jan 20, 2008 8:14 PM, Argey <r...@topicscape.com> wrote:
>
> A product that I'm responsible for, 3D Topicscape, has been designed
> for just such a purpose.
>
> It helps you build a 3D mindmap of reference material, where each
> topic (and you define what each topic is) can hold one or more
> references, PDF papers, web pages, or notes of your own. The benefit
> of this, in the circumstances you describe, is that you sort the
> material into the Topicscape as you review it the first time and build
> your own ontology of the subject in hand. Then when you go back,
> everything's grouped and sorted, and in addition to the usual word
> search, you can search by topic -- flying and zooming in the 3D
> landscape.
>
> Topicscape can produce either mindmaps or concept maps. It allows
> adding relationship phrases describing how topics or concepts are
> related. It does not confine you to the strict tree-structure of a
> mindmap, but permits multiple-parents, so that one item can appear in
> multiple places without copying the file.
>
> The volumes you describe should not be a problem. I have a Topicscape
> in daily use with 1,400 topics and 8,700 files in those topics, and we
> have stress test Topicscapes that are even bigger.
>
> You do need a PC with an up-to date 3D graphics adapter or chipset.
>
> Argey
> http://www.topicscape.com
>
>

> On Jan 21, 3:00am, "daly.de.ga...@gmail.com"

--
Discuss and learn about David Allen's Getting Things Done:
http://groups.yahoo.com/group/Getting_Things_Done/

Argey

unread,
Jan 22, 2008, 4:32:23 AM1/22/08
to The Efficient Academic
On Jan 21, 10:30 pm, "Daly de Gagne" <daly.de.ga...@gmail.com> wrote:
[snip]
> I still have to get the hang of it.

I don't know when you trialed Topicscape - did it have two built-in
demos then? If not, I hope they help this time. If you have already
viewed them, I'd appreciate knowing what we should add to help new
users get the hang of it.

> Apparently Tscape is going for real cheap on Bits tomorrow and I plan
> to pick it up.
>
> However, the trial version is useless to me because I had a previous
> challenge version so I cannot get into Tscape. I don't know why
> developers do that. They probably lose more sales by making it hard
> for people to have a new trial. I have often bought software on the
> third or fourth trial.

If a software developer uses a new key for each new version (which is
what that implies), then when previous buyers want to upgrade to the
new version (which they can do free with Topicscape) they will need a
new key. This is annoying for buyers and becomes a very large,
unproductive administrative task for the developer - thousands of keys
to generate and distribute. Getting through ISP spam-protection is
already a problem, when there is just one license file to deliver.

I don't know if buying after 3 or 4 trials is typical. Myself, if I'm
going to buy software I usually decide yea or nay within a day or so
of trying it, but maybe that's not typical either. Topicscape used to
have a 60-day trial, and when we reduced it to 30 days, it appeared to
increase rather than reduce sales.

> Anyhow, appreciate your thoughts on how I can make a state of the art
> knowledge base with a minimum of 1,000 articles over the next few
> months.

My preferred way of organizing files is a mindmap, but you mentioned
that earlier. To cope with size problems, I use a 3D mindmap because
I have often found that organizing large amounts of information is
very challenging with a 2D sheet. I have 2D mindmaps from pre-
Topicscape days with 1000 nodes and they are barely usable, though at
the time they were better than a purely text-based format.

Again, as I don't know when you trialed Topicscape, I'm not sure if
Quickzoom was implemented then. This makes viewing around a large
landscape very quick indeed. Just hold the Shift key and click on any
topic, and you are taken to a comfortable viewing position for that
topic and the things around it. You can stay there or bounce back.


> Why should I use Tscape as opposed to other programs -- serious question.

As the person in charge of the development, my view can't be neutral,
but I do use Topicscape many times every day, and for me its
outstanding feature is visibility. I have a lot going on and I forget
stuff. When I open Topicscape, I don't forget, because everything is
there in front of me, with zooming in at the touch of a key. For a
long time I used MindManager, but it can't fit anything like enough
onto one map. I link maps together of course, but that's not so
helpful if you're using search functions confined to the current map;
and out of sight often becomes out of mind. Interestingly, we know
that many users choose to have just one Topicscape called
"Everything".

I've spent a lot of time looking at other software for organizing
information, but all the others expect me to carry in my head an
abstraction of where things are stored. Topicscape sets out to make
the information concrete and visible.

Some software does a great job of making it possible to search by word
or phrase. That aften fails for me, or at least slows me down. My
problem is that I usually remember a concept, not the exact word or
phrase that I need to look for, or if I do get the words right, the
number of hits is way too many. With Topicscape, you recognize where
you are and it makes it easier to find things, easier to decide where
to put new material, and harder to forget things. You can search by
word, but you can also work by concept.

I hope you pick up Topicscape today from Bits du Jour and will let me
know what we should be doing to improve it as a tool for academics.

Argey

arehrlich

unread,
Jan 22, 2008, 9:29:51 AM1/22/08
to The Efficient Academic
For this amount of information I'd generally turn to AskSam. With not
too much effort it can digest all of the information - all the word
processing files and most of the pdf's and then allow you to search
for anything.

Alan

Daly de Gagne

unread,
Jan 22, 2008, 10:28:27 AM1/22/08
to The-Efficie...@googlegroups.com
Argey, thanks.

It is now Tuesday, and I am not a happy camper.

First of all, I stayed up until 0200 central time waiting for Bits to change the current offer, which their site says is don at 2300h eastern time. Anyhow, to save tie, I am pasting in the note I sent to outlinersoftware.com where we all ruminate on anything to do with information software:

Has anyone else had trouble with Bits today?

Bits say their new product shows up at 2300h eastern time the night before.

So I waited until 0200 central time, and then went to bed productless, sleepless, and pissed off. I wanted to miss the crowd.

This morning I get into Bits, and over to the T-scape store, and find out T-scpe will not accept my lowly Gmail account because it is free. Believe me, if I was out to con someone over the net, I wouldn't be dependent on a free email account for my nefarious plot.

So I go to the other option: PayPal.

PayPal shows I have two MCard accounts—but it will only select the card that I allowed to die last year. I cannot get it to ccept the new card.

Or to change my account info to the lowly, tourist class Gmaill address.

I have now, including time I waited for Bits to live up to ther service standard, wasted three hours for a $40 saving—let's see, my time is generally billed out at $100 or more an hour. Where do I go for my refund and registration.

I am joking about a refund, but right now I think about $25 is a fair price for T'scape given the aggravation.

I am even more disappointed because on the Efficient Academic list I got a real nice note from Argey, one of the developers of T-scape.

Ah, c'est la vie, c'est la guerre.

Is your site overwhelmed with traffic with the special offer? Is that why I cannot get to it?

And why does PayPal not make it easy for me to delete the old M'Card, and to use the new one, in which case it wouldn't matter if I could get to your site.

I am anxious because I have no clients today, and am at the front end of trying to create an info base that will have about 800 new journal articles.

Thanks. I have appreciated the time you've taken to reply, both to me and your response to Quant on your site. I was eager to see the map you sent him; unfortunately it is not downloading -- which again suggests your site may be chockablock with traffic. Which isn't the worst of all possible things (grin).

Thanks.

Daly

On Jan 22, 2008 3:32 AM, Argey <r...@topicscape.com> wrote:
> http://groups.yahoo.com/group/Getting_Things_Done/

Daly de Gagne

unread,
Jan 22, 2008, 10:32:00 AM1/22/08
to The-Efficie...@googlegroups.com
I tried AskSam last night. I like the entry forms.

But I am not clear on how to get so much in all at once.

Also, AskSam has had some longstanding and well documented problems with customer service that I find scary. It reminds me of the unenviable record of Jim Lewis and gang over at InfoSelect or, worse, the ADM folk who just disappeared one dark night.

I know I need to spend time with the AS docs.

Thanks.

Daly

arehrlich

unread,
Jan 22, 2008, 6:57:41 PM1/22/08
to The Efficient Academic
Hmmm, interesting. I've made a number of calls to askSam for
technical support and customer service. Never had a problem. I've
been using it since DOS days. I don't use it too much right now (the
need is not there) but when I have to go through a bunch of data, its
my app of choice.

Alan

On Jan 22, 7:32 am, "Daly de Gagne" <daly.de.ga...@gmail.com> wrote:
> I tried AskSam last night. I like the entry forms.
>
> But I am not clear on how to get so much in all at once.
>
> Also, AskSam has had some longstanding and well documented problems with
> customer service that I find scary. It reminds me of the unenviable record
> of Jim Lewis and gang over at InfoSelect or, worse, the ADM folk who just
> disappeared one dark night.
>
> I know I need to spend time with the AS docs.
>
> Thanks.
>
> Daly
>
> On Jan 22, 2008 8:29 AM, arehrlich <arehrl...@gmail.com> wrote:
>
>
>
> > For this amount of information I'd generally turn to AskSam. With not
> > too much effort it can digest all of the information - all the word
> > processing files and most of the pdf's and then allow you to search
> > for anything.
>
> > Alan
>

Argey

unread,
Jan 25, 2008, 4:01:23 AM1/25/08
to The Efficient Academic
Daly,

We've been communicating at the Topicscape Google Group as well, but
just for completeness in this thread, let me apologize for the
problems you had getting Topicscape and all your wasted time. The
subsequent investigations showed that our server was entirely taken up
responding to a single IP address in Calgary and that was the cause of
one of the crashes. The hosting company hasn't provided as much
information about the other crashes so we're digging into logs.

As you know we held the offer open for an extra 20 hours to give
people who were trying to buy Topicscape, or even find out about it,
the chance to do so.

We shall be changing *something* (don't know what yet, but we're
working on it) before we try this again.

Thanks for sticking with it and finally making the purchase.

If you have problems you know where to come.

Atgey

On Jan 22, 11:28 pm, "Daly de Gagne" <daly.de.ga...@gmail.com> wrote:
> Argey, thanks.
>
> It is now Tuesday, and I am not a happy camper.
>
> First of all, I stayed up until 0200 central time waiting for Bits to change
> the current offer, which their site says is don at 2300h eastern time.
> Anyhow, to save tie, I am pasting in the note I sent to
> outlinersoftware.comwhere we all ruminate on anything to do with
> information software:
>
> Has anyone else had trouble with Bits today?
>
> Bits say their new product shows up at 2300h eastern time the night before.
>
> So I waited until 0200 central time, and then went to bed productless,
> sleepless, and pissed off. I wanted to miss the crowd.
>
> This morning I get into Bits, and over to the T-scape store, and find out
> T-scpe will not accept my lowly Gmail account because it is free. Believe
> me, if I was out to con someone over the net, I wouldn't be dependent on a
> free email account for my nefarious plot.
>
> So I go to the other option: PayPal.
>
> PayPal shows I have two MCard accounts--but it will only select the card that
> I allowed to die last year. I cannot get it to ccept the new card.
>
> Or to change my account info to the lowly, tourist class Gmaill address.
>
> I have now, including time I waited for Bits to live up to ther service
> standard, wasted three hours for a $40 saving--let's see, my time is
> --
> Discuss and learn about David Allen's Getting Things Done:http://groups.yahoo.com/group/Getting_Things_Done/- Hide quoted text -
>
> - Show quoted text -

Daly de Gagne

unread,
Jan 25, 2008, 10:22:52 AM1/25/08
to The-Efficie...@googlegroups.com
Argey, thanks for the kind note.

I should say that I am quite pleased with the concern you show, and the abiliy to communicate about the issue as it was going down. Similarly, Nico at Bit du Jour was great. You both showed how helpful good, timely communication is.

Many thanks.

Daly
Reply all
Reply to author
Forward
0 new messages