Screencast: Knowledge Management in Technology – Part 2

Network Engineers have to manage a lot of information. Products, technologies, textbooks, study notes and research material as well as new protocols and features. Just simple tasks like keeping product manuals handy for 40 or 50 products is a real problem. How do you keep the information organised, referenced, accessible and useful ?

Your employer probably gives you second-rate computing tools like MS Windows & Office but there are software tools that can do valuable and useful tasks for managing your knowledge resources. Saving files in directories isn’t good enough in 2012, I needed to find better ways to manage the raw data, PDF files, Word Docs, that relate to projects – either delivery or research.

 These screencasts are about how I solve the problems for myself, maybe you might find something useful too. 

In Part 1 I discuss how Apple Spotlight is not able to effectively search for files I’ve stored on my hard drive. This led to using HoudahSpot to locate files on my drive.

In Part 2 (this episode) , I talk about using DEVONthink as a knowledge management tool for storing PDF files, Text Files, Presentations and more. I cover the import of web pages and PDF files, plus using Groups and Tags to organise the data into useful chunks.

Also, I cover the management of writing projects and more by storing text files.

In Part 3, I’ll describe how I use Markdown formatted text, combined with Folding Text and Marked Applications on Mac OS X to
create focussed and targeted environment. I briefly refer to using MultiMarkdown Composer for long documents because it handles tables and document outlines better.

If you have followed my blog post on Design Documentation you might understand how I approach writing as a brutalist production line instead of creative episode.

Networking Knowledge Management Part 2 – Devonthink & Folding Text from Ethereal Mind on Vimeo.

More Information

Other Posts in A Series On The Same Topic

  1. Screencast: Knowledge Management in Technology - Part 3 (9th January 2013)
  2. Screencast: Knowledge Management in Technology - Part 2 (3rd January 2013)
  3. Screencast: Knowledge Management in Technology - Part 1 (30th December 2012)
  4. Important to Get Data Out and Well as In (21st May 2012)
  5. My Knowledge Management Process with PDF Files - Part 2 (13th March 2012)
  6. My Knowledge Management Process with PDF Files - Part 1 (12th March 2012)
  • Umair Hoodbhoy

    What software do you use to create screencasts?

    • Etherealmind

      Screenflow from Telestream.

  • Jeff Lee

    Hi Greg,

    Good screencast. I’ve picked up more than a few tips from you over the years. For a easy way to download pdfs (or other items) in Devonthink, use the Download Manager (Window–>Download Manager). Select where and what you want to download in Devonthink and then drag a link from a web page to the Download Manager. If you set it to capture Office and PDF Documents, you are good to go. It ends up in Devonthink automatically.


  • Lindsay Hill

    Thanks for taking the time to write/record these posts Greg.

    I’m now making a real effort to get into DevonThink, and while I’m not there yet, I can see that this is a real advance from what I was doing. I was using a standard folder hierarchy, and trying to impose some structure, but the volume of information was getting too much. It will take a while to get fully into DevonThink, but I’m slowly migrating over, as I pick up new projects, etc.

    Something had to change, and while I’m using DevonThink too, it’s not even about the specific product, it’s more about actually thinking hard about how to manage information, and what the right workflows are. Too easy to just drift along.

  • jaesin nam

    hi Greg. Its really good to see your screencasts & blog about knowledge management.

    I’ve been wondering for years that “how to search Data in my HDD without LEAKS”. Now im working on it for months but it is still hard to do.

    anyway, thanks.