Personal Intelligence Tool -- Record Description
April 18, 2014
Revised April 30, 2014
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.
- Series -- The two letter code for the current miscellany folder,
even when this item is going into a specific category folder.
- Sequence -- The sequence number of this item within the series.
- EntryTime -- The date and time when record is entered into data
- PublicationName -- Name of newspaper or magazine or web site.
- PublicationDate --
- Page -- The page on which the article begins.
- Title --
- AuthorName --
- AuthorAffiliation -- E.g., "Associated Press", "MSNBC", etc.
- Blurb -- A short description of the article. This is used when an
item has no title, or when the title gives no clue as to why it might be of
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.
- Topic -- E.g., "Gay Marriage" or "Republican National Committee" or
- Person -- Usually just the people mentioned in the article. This
field and AuthorName share the same index.
- Organization -- Usually just organizations mentioned in article.
- Place -- Actually, I'd probably not use "place" as a special type of
category. I would put place categories, e.g., "Detroit" in the general topic
index. If you were, for example, a travel consultant, you would want "place"
as a special type of category.
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.
- Folder -- When the article is physically stored in a specific
category folder. This field needs to be updated when you put an article in a
different folder. Omission of this field implies article is filed in a
- PhotoCopy -- This field is for when an item is stored in multiple
Item Data and Interpretation
- Excerpt -- Put real excerpts in quotes. Leave off the quotes for
paraphrases. Put running commentary in parentheses.
- Summary --
- Question -- Sometimes an article raises questions or
contains significant omissions.
Where does he work?
- Comment -- Your overall thoughts about the article.
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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