Long ago, I began an information organizer review series. I started out strong. I posted a nice little intro piece. I knocked out the first review in the series. Then it utterly unraveled for two reasons.

First, Alan over at Metadata weighed in that VodooPad shouldn't be in my review group (which included Yojimbo, DEVONThink, Together, and EagleFiler).

He followed up that thought with a post on his blog in which he suggested we divide info organizers into two distinct categories: those that help us organize existing data, and those that help us create new data (or, as he restated at the end of his post: "creators let you manipulate data, whereas organizers let you manipulate metadata").

It's a great article, and the foundation for this post. I agree with much of what he said, but as you'll see, my model differs a bit from his.

I've concluded he was right about VooDooPad: you can organize existing documents with it, in the same way you can use Word to store a list of all of the books you own. But why would you? Other apps are far better suited for the task.

So, as I was pondering this, I was offered a new job. And that's the second reason for the long delay. As I've mentioned here many times now, I moved. I'm still recovering (and unpacking).

Now I'd like to resume the discussion. This is an attempt to build upon Alan's post by proposing that we present organizer apps on a spectrum. I want to reemphasize that, in the spirit of collaboration, this draws heavily on the ideas from Alan's post. Go read that first.

So here it is. There are three main categories of info organizer applications that form the spectrum of PIM:

1. Finders

These applications strive to serve up something better than Apple's Finder to archive, organize, and search through your important documents. Apps in this category tend to focus on giving you powerful metadata tools to help you find what you need and organize your existing documents/files (thanks, Alan). Examples are Leap, PathFinder, EagleFiler, Together, DEVONThink.

2. Creators

These apps focus on providing a better notebook experience. They provide a central repository to create and collect notes, ideas, snippets, multimedia clips, and (to a lesser extent) existing documents. Simple interfaces, quick entry, and rapid search are emphasized. Examples are Yojimbo, Evernote, Notebook, VooDooPad

3. Visualizers

These applications focus on providing a better creative space in which to help you plan projects and gain insight into your data. Examples are Curio, Tinderbox, OmniOutliner

Since many of the functions of these applications overlap each other, I think it's helpful to view them on a spectrum. We can then perhaps get a better sense of where on the spectrum a given app fits. The screenshot on the right, for example, shows where I think DEVONthink fits on the continuum.

The fine print

Now a word about info organizers, info managers, PIM, or whatever you want to call these kinds of apps. I've had so many people ask for recommendations on applications that fall in the info organizer realm. I think there are no clear answers. Part of the problem is also a great strength of the Mac platform: the glut of third party app choices. And part of the problem is that many of us aren't really sure what we want.

The explanations (read: marketing) provided by many Mac 'info management' apps don't help much. So there it is: we have too many choices, the essential functions of these choices are not well enough defined, and the reason the definitions are broad and vague is because the apps themselves offer solutions to a very wide range of info organizational problems.

Some organize existing data, some help create new data, some help visualize connections amongst data ... and most do all of these things to some degree.

We know that most (or, at least, the best) info organizers do a lot more: they help us find things more quickly, make connections between disparate items, and come up with new ideas. They aim to help us solve uniquely modern problems: to fight information overload, to cut through clutter, to combine the super powerful with the super simple interface, to help us make unforeseen connections, and to serve as a nesting place or (better yet) breeding ground for our thoughts.

If we have a glut of PIM apps, it's because we have a real need to manage the wash of information that is cluttering our lives. With our computers serving as the repository for all of our info, data, thoughts ... we clearly need to find a way to pull it all together. To make it perform for us. That's the new paradigm. Some focus on organization, some on creating new info, and some focus most on tying together all stuff into some sort of coherent package so we can find our way forward.

Which you choose will depend on what you need. Ultimately, I think the winners will not necessarily be the ones that pull all of these elements together in one application. Rather, I think there is room enough for lots of variety. Our challenge, then, is to pick the right apps to do the job, but to pick the ones that do the job in a way that is natural for us. While it's true there may be too many options out there right now, that's the nature of competition. The best ones usually stand the test of time.

I plan to use the spectrum framework as I return to reviewing some specific applications. In the spirit of choosing apps that clearly fall within a 'band' of the spectrum, my review choices will change from the original lineup (I'm still deciding which ones I want to tackle).

When I'm done, I'm considering placing all the major info organizer apps (not just the ones I reviewed) on the spectrum with the aim of helping people sort through all of the choices.

I'll close with a word on the acronym PIM and the phrase 'info management.' I think they are both hopelessly broad and meaningless. Every program used on a home computer is, in a sense, a personal info manager. Sadly, I'll probably keep using PIM out of habit. After all, spectrum of PIM sounds much better than spectrum of info organizers.

Some clever person should devise a better term. I kind of like 'personal content assistant,' used by the folks over at Eastgate Tinderbox. Or perhaps we could use MIP: making information perform.

We get our furniture and other household goods from Hawaii this Friday. All of our stuff will finally join us here in Maryland…and I will soon once again be able to sit at a proper desk in a proper chair to update this site.

Now that we have a new mailing address, I decided to start off right by stopping the influx of junk mail to our new abode before it even starts.

I’m using a free online service (still in beta) called ProQou, a one-stop source to turn off all of those unwanted mailings.

It’s easy to use. Time will tell how well it works. If you get a lot of junk in your mailbox, check it out.

Shortly before I moved from Hawaii to Maryland, a friend of mine graciously gave me his 16 GB iPhone (Edge) after he bought a new 3G model.

It had a cracked screen, but I didn’t mind. The shattered glass was mostly confined to one corner, so it wasn’t too distracting. He didn’t ask for any direct payment, only requesting that I send him a new Mac game around Christmas time when he’s deployed to Iraq (he’s a combat cameraman in the Navy).

This iPhone was unbelievably handy during our move, and I was and continue to be grateful for it (and since I didn’t buy it from Apple or AT&T, I don’t have a two-year contract, which is nice. I’m squeamish about locked-in contracts).

A couple of weeks ago, however, this iPhone started acting up. The dock connector would only work with Apple’s supplied USB cable. It would not work with third party cables, chargers, or music docking stations.

Just to see what would happen, I took it to my new local Apple store at Montgomery Mall in Maryland. I explained the problem, and the Apple Genius carefully tested it out. I was expecting to get a quote for a repair cost. I was shocked when the Apple Genius offered me a new 16GB Edge iPhone on the spot.

After he confirmed the defect, he informed me that a cracked screen is cause to void the warranty, so I really should protect it with a case (which I certainly do).

So, I now have a new (refurbished) iPhone, and I am a very happy customer.

The moral of the story: if you have an iPhone with a cracked screen that has a legitimate defect that may not be tied to dropping it, it’s worth a try to schedule an appointment with a Genius to see what happens.

My strategy was honesty, politeness, and preparedness. As I’ve read online from other iPhone users, sometimes you get lucky. Make sure you back it up before you go, as the store rep will likely want to restore the software to see if it solves the issue.

For my friend who gave me his original iPhone, thank you. I admit that I feel a bit guilty. How about two Mac games for Christmas? Stay safe.

Grab a cup of coffee. We already have Bean, the excellent and free rich text editor. Soon, we will have Espresso from MacRabbit, creator of the best-in-class CSS editor, CSSEdit.

Reading through the features, it looks like Espresso will be a hybrid application that combines many of the coding-friendly features of BBEdit or TextMate with the great UI and navigation of CSSEdit (to include CSSEdit’s live preview functionality). It also offers built-in publishing tools. It is geared towards web development, so it will surely be a strong Panic Coda alternative as well. Can’t wait to test it out.

I’ve signed up for the beta.

Well, I'm happy to say the move is over. Before I recap some of my technology-oriented 'lessons learned' during this period of transition, I'd like to respond to some of the comments received over the past couple of months while I was not monitoring this site:

1. Reader Lek asked how to convert (or move) a site from Rapidweaver to WordPress. The only way I am aware of to do this is to manually transfer posts and comments. There are no automated ways to do it that I know of. If anyone knows of any tricks or tips in this department, please let us know.

I did, however, come across interesting threads related to MarsEdit and RapidWeaver that are worth checking out. Both threads relate to using RW for static content and another system (e.g. WordPress) for a blog on one site.

2. A couple of readers commented on the current bugginess of RapidWeaver, and reader PanicGirl noted the lack of ability to directly edit code in a RW blog. About the bugs: it does has some flaws, but I maintain it's about the easiest way to get a site up and running for people who don't want or need absolute control, but want quite a bit of flexiblity. And, no, you can't edit HTML directly in RW. It It may not be the best tool for those who want total control. For those who do want such control, RW templates are fully editable, but it takes a fair investment of time to learn how to do it.

3. PanicGirl also asked if MarsEdit is the best tool to use with WordPress, and if I'd tried MacJournal. MarsEdit is the best tool that I know of to manage my WP blog. It saves me countless hours. I haven't used MacJournal for a long while (in the days before it had this feature, back when it was donationware). Sounds like this would make a good future app comparison.

4. Reader Gary commented on my Yojimbo review, noting that worrying about potential database corruption in a SQLite database is different than actually experiencing database corruption. I haven't come across any users who actually had such corruption. My Yojimbo database has never given me any problems. Point taken.

5. I received several new app suggestions regarding the long-delayed Mac PIM review series (which I started before the move, then was forced to abandon because of the move). I'm still scratching my head a bit over the Info Manager comparison idea. All of the suggested applications are certainly worthy of review, so my challenge now is to regroup and decide how I want to tackle this comparison in the coming months.

To recap, I began a comparison between five info management apps back in May(!), but have only completed a full review of Yojimbo to date. I floundered for a while, too, on just which apps I should choose for this series. I think I may opt for more reviews, but markedly shorter reviews for each app. I'd like to spend more time discussing the range and categorization of info managers to help place them in better context, which will hopefully help to sift through the sea of choices out there for the Mac. The term 'Personal Info Manager' really doesn't cut it, as fellow blogger Alan aptly pointed out in a post on his site. Stay tuned for more on this. This topic has become a minor obsession.

6. Some other readers took the time to post some nice comments on various reviews on the site, to which I say 'thank you.' And I thank all readers for their patience during this long offline period. Curiously, my RSS subscriber base actually increased over the past two months, despite the dearth of new material. Go figure.

About the Move

Now for a few words about my move from Hawaii to Maryland. I spent the better portion of the past two months without internet access, and without my desktop Mac. Fortune smiled on me, though: right before I moved from Hawaii, a friend upgraded to the 3G iPhone and graciously gave me his 16GB 1st generation iPhone for a pittance. I've always used employer-provided cell phones, so this was the first time I actually had my own mobile device.

I can't stress how useful the iPhone has been during this period with no home, no easy internet access, and no computer. Here's what I took away from the experience:

1. My next Mac will be a Macbook Pro. I love my 24-inch iMac, but I'm now ready to sell it. Since the thing I love most about my current desktop is the large display, I will buy an affordable large display and will dock my laptop while working at home. It's a much more expensive solution, but it's worth it.

2. The iPhone Google Maps application is incredible. The cell tower triangulation employed by my 2G iPhone worked unexpectedly well. We used Maps more than any other single application during the move to get directions to potential new rental homes, to find nearby stores, and to figure out where we were. Transitioning from Oahu's few roadways to the serpentine routes of suburban DC has been jarring.

3. I missed the ability to update my podcasts. The iPhone needs the ability to download casts on the fly, without the need to tether up to iTunes. Judging from Apple's unfriendly and illogical response to the first iPhone app to offer this service, I guess we won't get this functionality any time soon. That's a shame. As many have already noted around the Macosphere, Apple's bizarre and murky iPhone application acceptance/denial policies (coupled with their lack of transparency) threaten to dissuade developers from making great apps. This anticompetitive streak is sad to see. Excellent, inventive third party apps are the soul of the iPhone platform, just as they are the soul of the Mac.

4. Cultured Code's Things for the iPhone worked well for me, but I wonder why it doesn't include the 'Areas' feature of the desktop app. Nevertheless, I relied on it to manage dozens upon dozens of tasks, and it held up beautifully. I was a bit surprised to see that Things 1.0 (desktop) now isn't due out until the Fall, but at least we have a very good Beta. Odd, though, that Things for the iPhone rolled out for $9.99 right from the start.

5. Evernote's iPhone app also served us well. We used this app to store all of our critical data (airplane, hotel, and car reservation confirmations, etc.) for quick and easy access. I have no real complaints about it. It did what I needed it to do. Still, I would love to see Yojimbo compete in this arena. I'm not willing to shell out $30 for the limited functionality of Webjimbo.

6. Agile Web Solution's 1Password did the job, but I was a bit frustrated by the way it opens up links within the application. I prefer to use mobile Safari. I actually think I liked the first iteration of 1Password (the web-based solution) more than I do the full-scale iPhone app, simply because I often surf to a site in Safari, then realize I need a password. In such a case, it's inconvenient to have to exit Safari, start up 1Password, then load the page again within 1Password.

7. The AT&T network is surprisingly spotty. In our new home, I can't get a decent signal ... yet my wife can get a great signal on her cheap T-Mobile pay-as-you-go phone. I expected the iPhone to have a better signal in most locations, but that hasn't been my experience.

8. I downloaded WordPress for the iPhone before I packed up my desktop, but I have yet to use it. The problem is one of ease of use: I just can't see myself typing a post on that little touchscreen. I'm awaiting a bluetooth-enabled mini keyboard.

9. I'd like to add my voice to the choir regarding the lack of cut and paste on the iPhone. It's a basic, essential feature and I'm dumbfounded that we still don't have it at version 2.1.

That's about it for now. It's good to be back.