Personal Intelligence Tool -- Record Description
April 18, 2014
Revised April 30, 2014

(See Personal Intelligence Tool -- Philosophical and Technical Overview for an introduction to PIT.)

Most of the fields are optional. Some can occur multiple times within one record. In a relational type database, I presume these fields would be set up as separate tables. Not all of the fields need to be indexed.

Record Identification

Item Identification

Main Indexes

These are the types of category you would typically want to search for. All of these are optional. Generally, you would not enter all of the people, places and organizations mentioned in an article, or all of the topics to which the article might relate. Just enter those things you think might be significant. Sometimes the article might relate to a category that isn't explicitly mentioned. You can index it anyway.

Item Location

Often the name of a specific category folder will be a person, an organization or a place. Otherwise, the category/folder name is a "topic." The data entry software should be smart. It should look up every term entered in the above section and offer a menu or other mechanism which notes the number of items in the database already indexed by that term. It should also note which terms already have physical folders. At this point, the user has the option of filing in an existing folder, of setting up a new folder (when a new category has been entered above), or of placing the item in a miscellany folder.

Item Data and Interpretation

The contents of the Item Data and Interpretation fields would be processed by the database software and incorporated into a single word index. Topic, Person and Organization have their own indexes, but are also processed and placed into this "whole document" word index. Title, Author and Blurb are not indexed as such, but their contents also go into the whole document word index.

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