First observations

After getting through the first 11 folders, I’ve eventually settled on collecting the following information for this exercise: Ref #, Location, Container Type, Container Name, Document Descriptions, # of Docs, # of Docs scanned, # of Hardcopy kept, # of hardcopy thrown away (calculation = #Docs – #HardcopyKept), New Electronic Folder created for Scan Y or N, Location of Scan in Laptop, Rationale for Action and Notes.

I’ve also noticed a couple of characteristics that have already emerged from this small subset of material. First, for several of the files, only a proportion of the documents originally filed were deemed to be worthwhile keeping for the long term. For example, car insurance policy documents usually include the full small print pages and handbook; however only the pages showing the details of the policy and its cost were considered worth scanning and retaining (in electronic form only).

The second characteristic concerns the naming of the files of scanned  documents. I’ve taken to including key information in the file names such that a list of the files in a folder in Windows Explorer becomes a very visible database. For example, in the case of scans of the documents related to cars I have owned, I’ve recorded the period of years I owned the car, its registration number, and the make and model, in the file name, so, when looking at the list of file names, one can see a full record of car ownership over the years.

Of course, both these points have emerged from observing an environment in which hard copy files built up over the years are being digitised; they may no longer apply when documents originate in electronic form (such as those arriving by email) or are digitised immediately they arrive. I will reflect on all this as I work through this exercise.

What and Where?

I have one final set of files that I haven’t looked into yet and that comprise an important part of an individual’s ability to maintain Order in the face of Chaos.That is all the documents associated with the ongoing management of one’s house and activities.

By their very nature, the types of household files and the way they are dealt with and stored will vary from household to household. However, it is probably true to say that the emergence of office technology, the internet and email have had a significant impact on what documents come into every household and on everybody’s perception of what it is necessary to keep. In this respect our own household files have undoubtedly changed and slimmed down over the last 20 years or so – though in a somewhat piecemeal manner. This exercise will take a more focused approach to trying to identify ways in which digitisation can help to keep our household files in order.

The files currently reside in either a big old chest, in my or my wife’s desk drawers, in a kitchen cupboard (that’s the recipes), in email folders, or in file folders on my laptop; and I believe that the material falls broadly into the  following categories: finance; legal; products and services; organisations; and practical information. I shall tackle the chest first.

A Simplified Spec

The lack of entries here for three years tells the story that my 2013 Roundsheet specification did not inspire anyone to start building a prototype. In fact, I only showed it to a couple of people, but neither were particularly complimentary. Re-reading the 2013 spec now, I can understand why. In trying to extend the concept to a three dimensional ball, it had all got too complicated. So, I’ve gone back to the basic idea of being able to break circles (Rounds) down into segments (Slices), and being able to collect the Rounds together into a cylinder (Roll). I’ll see what my colleagues think of the revised, simplified spec.

First feelings for the Grok app

The new loft system is now in place with all Items, Containers and Positions recorded in the Grok Discover2 iphone app. Particular advantages of the app over the laptop-based database I used previously, are a) the ipad and iphone are much easier to carry around and use in the loft than the laptop; and b) the ability to take a photo with the iphone, have it seamlessly copied to the ipad, and then to be able to almost immediately pick it up from within the Grok app, made the task of inserting photos into the Grok database vastly easier than when I was using a windows-based database.

However, there were a few areas in which the app lacked functionality which the windows-based database had: a) today’s date can’t be auto-entered into the ‘Date this record created’ field that I had set up; b) the next available Serial No can’t be auto-entered; c) it is not possible to specify that a field should be populated with what was input for that field in the previous record (very useful for a field like ‘Date this record created’); d) the images that are input for each record can only be displayed, even on the ipad, at a maximum size of 3 x 3 cm – and these images, frustratingly, cannot be expanded using the standard ipad two finger screen expansion action (and users should note that photos need to be taken in the iphone ‘square’ mode otherwise the app will truncate the images); e) Only two fields are presented for each of the records selected in a search – annoying if you want to compare the values of another field across all the selected records; f) it is not possible to sort the records selected in a search.

Although these are shortcomings, I’m currently feeling they are a small price to pay for free, ready-built software which has been designed to work seamlessly with the RFID reader. Furthermore, the ability to share it via the Grok cloud, is another huge bonus. The ease with which this can be done was demonstrated last Sunday when I sat across the room from my son-in-law and suggested he search for Grok in the app store; and then, when he had it loaded it, I told him what the username and password were. He started exploring the app and soon found the items we are storing for him and our daughter. This was all accomplished without me moving from my seat or helping him in any other way.

No doubt, I’ll find out more about the utility of the Grok app over the coming months as we take items out of the loft and put new items in. However, the really interesting experience will be when I obtain the Grok reader and attach RFID tags to every item. Watch this space.

Spec for uGrokit system

In the course of documenting the system in our old house and specifying the requirements for a new system, I did some further investigations on the uGrokit website. There I discovered that they provide a free downloadable smart phone app that is designed to work with the uGrokit RFID Reader. The app has four pre-defined fields (last scanned, image, last scan location, EPC) and can be customised by adding Free Text or Value List fields at will. Images can be photographed using the smart phone’s camera from within the app; and the app can be shared on multiple devices by storing it in the uGrokit cloud service at no cost for “an unspecified time”.

After trying out the app with a few test items, and storing it in the cloud, I have concluded that it will meet my needs for the new system, and furthermore, that I can use it ‘in manual mode’ without RFID tags until such time as I can obtain the uGrokit Reader. Therefore, for an interim period at least I shall continue to use the numbering system I used in the old system. Details of the old system, and a description of the new system are contained in this Specification document. I shall now embark on putting Position Nos in place in the loft and logging Containers and Items in the Discover Grok 2 app on my iphone/ipad.

Loft phase 2 – maybe with RFID this time

Like many families with growing children, our loft was a depository for all manner of things. It got fuller and fuller until, at the end of 2004, I OFC’d our loft, and created a digital system to help us manage the contents. Each of the elements were specified as an Item or a Container or a Position, numbered and photographed, and recorded together with their photo in a database. I’d wanted to use RFID technology to tag each element, but costs were too great at that time.

The system served us well in our house until we moved a year ago. Despite having got rid of a lot of stuff in the move, we still have things in our new loft, and, when I went looking for something the other day, I realised that we could still make use of some digital support and that, possibly, RFID costs may have dropped sufficiently as to be within reach of the average householder. Initial investigations on the net revealed at least one RFID solution costing less than £500 – an RFID Reader which plugs into a smart phone, from a US company called U Grok it. The reader costs £359 +VAT, and the tags cost about £16 per hundred. So, this journey is going to be about reflecting on the lessons I learned from my earlier Loft Phase 1 experiment, and defining and implementing a solution for our new loft which, hopefully, will include RFID technology.

Some wisdom about creative forays

Last month (24Jul2016) I read a piece in The Guardian about children’s love of particular books and authors. In the middle of the article there was a story about Kurt Vonnegut which I was so taken with that I copied it and mailed it to myself. I have just got round to dealing with it in my mail queue and I’ve realised it is a highly appropriate postscript to my attempts to do something artistic with my doodles. I make such artistic forays, despite not having any technical talent, to satisfy an inner creative desire; and sometimes I’m aware they may appear to be a bit weird. This story about Kurt Vonnegut provides encouragement to all in the face of such weirdness or uncertainty:

Kurt Vonnegut, prisoner of war and survivor of the Dresden bombing, wrote some of the most singular and humane fiction of the last century. Towards the end of his life, some schoolchildren wrote to invite him to speak to their class and reflect on what he had learned. He wrote back with all the wisdom anyone probably needs: “Dear Xavier high school, you really know how to cheer up a really old geezer (84) in his sunset years. I don’t make many appearances any more because I look like an iguana.

“What I had to say to you, moreover, would not take long, to wit: practise any art, music, singing, dancing, acting, drawing, painting, sculpting, poetry, fiction, essays, no matter how well or badly, not to get money or fame but to experience becoming, to find out what’s inside you, to make your soul grow… Do it for the rest of your lives!”

Doodle Destination

Although my digitisation journeys continue to give me a great deal of satisfaction, I do look forward to the opportunities that arise to be a bit more artistic and creative. So, I’ve enjoyed the last three or four days spent trying to make something out of my doodle collection. The material seemed to fall into three categories – people (or maybe alien) figures, objects (such as trees, birds etc.), and patterns; and I decided that I would try to assemble the figures as though they were having a group photo taken surrounded by the objects, and that I would use the patterns as the frame for the display.

The material was all on rectangular notepad sheets so the first thing I did was to cut around the figure and object doodles and discard the blank paper. This exercise brought it home to me how many items there were and made me realise that I was going to need a big space to mount them on. After thinking about it for a while I decided to use the red brick back wall of the garage as my canvas. To stick the doodles to the wall, I used a roll of double sided selatape which I had acquired many years ago and which I’d been keeping for ‘when I might need it’ – it’s always satisfying to find a use for such things! I started off by assuming I would need a space of about 130 x 100cm  and ended up with a picture, including frame, of about 180 x 130cm. Within that space, I managed to include nearly all the figures and objects – but the frame only used up a proportion of the patterns.

As I stuck the doodles on the wall I came to realise that this wasn’t going to look very much like a group photo and more like just a collection of things in a frame – a rather less interesting prospect that I envisaged. Apart from anything else, it was impossible to have the face only doodles appear as if their bodies were obscured by the people in front of them. The picture ended up being just rows of cut out doodles, one row on top of another. I was aware that what I was doing would appear rather weird to an onlooker – weird doodles being stuck onto a garage wall. This combination of a falling away of a general design and vision, and the growing awareness of weirdness, spurred me on to complete the job. I finished sticking on the figures and objects, cut out the frame and stuck that on, and then started to take some photos. Unfortunately it was windy, and when I opened the garage door one of the doodle pages got blown off. I hastily shut the garage doors, took a few photos with the flash, and decided to wait for a less windy day with a bit of sun. Such are the considerations which make artistic work a little more interesting and challenging!  Luckily the following day (Sunday) was better and I managed to take some photos with the garage door open. Then it was a relatively quick job to remove the doodles and put them into the recycling ready for pickup on Monday morning.

This was not the most interesting or rewarding of artistic ventures – but I still enjoyed doing it; and I’ve been thinking that, perhaps, sometime in the future, I could capitalise on what I’ve achieved by using ArtRage to capture the outline of the photo and to colour in the doodles. However for now my doodle travels – and scribbling travels generally – have ended. The DD (Doodle Destination not Double Diamond) is shown below.

DD

One of Digitisation’s advantages

Yesterday I finished the sorting and scanning work on all the scribbles. As anticipated, detailed scrutiny of my reflective writings from forty-plus years ago in order to understand their contents and to date them, was an uncomfortable exercise. However, there is no doubt that having the mission to organise, index and scan the material gave the exercise a focus which made it easier to grapple with the contents. In the process of going through each item I found further instances in which I had remembered false versions of events (as mentioned in my previous entry), as well as coming across at least one instance of an event that I had completely forgotten about. Such is the potential fallacy of our memories and the value of the written record, though, of course, there is no guarantee a written record is not incorrect or designed to be deliberately misleading. Hence the need to apply a critical mind to all sources of information – I assume this is a fundamental lesson which is drummed into all historians

One of the great advantages of digitising things is that it provides a halfway house between keeping originals and destroying them. I felt this was particularly advantageous for all the highly personal scribblings I have been dealing with. Having been through them all, there was no doubt in my mind that I needed to get rid of this pile of many-shaped and scrawled-upon bits of paper – no-one but me would ever want to go through them all, and I myself did not really want the evidence of my younger turmoils lying around. However, the material is very much part of me and conveys an intimacy with my past that I could never reproduce from my consciousness. Therefore, the ability to both tear up the paper into small enough bits as to be unreadable and throw them away, while, at the same time, having them hidden away in the depths of my computer – but indexed, labelled, and accessible – left me with a feeling of relief and accomplishment.

In my previous work on Mementos, I developed a ‘Wish Table’ spreadsheet to identify why I was keeping specific items and what should be done with them after my death – options for the latter being keep (K), destroy (D), and keep or destroy (KorD). I completed a Wish Table for the scribble items as I went through them and, interestingly, while ruling out a K designation, I found it hard to choose between D and KorD. In principle, because this stuff is so personal, I should really want it destroyed so no-one else can read it. However, there’s a little part of me that thinks it would be such a shame to destroy something that’s taken some effort to organise and digitise; that combines with the mementos and other digitised material to represent a whole picture of me; and that really takes so little effort to just keep in electronic form as part of the overall collection. I guess that when I initially came up with the Destroy option I was thinking that my offspring wouldn’t want to keep things that are of no interest to them i.e. more of a ‘Discard’ option. Wanting things to be destroyed because you don’t want them to be read downstream is a completely different rationale. I think I’ll extend the Wish Table Template accordingly. As to whether I decide to choose the Destroy option for this material – well I’m still pondering that.

With all the digitising complete and most of the paper thrown away, I just have the doodle hardcopy left to play with. I’ve been looking forward to seeing if I could do anything artistic with the doodles – perhaps by assembling them together in a very large overall picture. One possibility might be to have all the figures I have drawn (many of the doodles are of strange alien looking people) all assembled in front of a Stately Home as if having their picture taken. This shall be my next exploit.

Getting to grips with the content

After taking a look at the first dozen or so items in my two scribble folders I realised this is not going to be like sorting out a load of old mementos which bring back some interesting memories. With the exception of the doodles, most of it is very personal stuff reflecting deep-felt, often troubled, emotions. Furthermore most of it is some 40 years old and I have no memory of some of the contents. It will certainly make me reflect.

However, regardless of the contents there was still an initial Order from Chaos job to be done to get this pile of paper in order. I did an initial sort into rough piles, and then a more detailed  sort based on a quick read-through of each item. This was a bit of an eye-opener. It was quite hard to read some of the stuff without squirming or feeling embarrassed about some of the things I had written or had done. However, this is the nature of looking back across our lives since there can be few of us who have not said or done things they perhaps wish they had done differently. Having that material written down gives it even greater impact.

One thing this initial read-through made me realise is that in at least two instances my memory of 40 year old events was either completely wrong or missing large chunks of significant elements. I suspect this is not uncommon and is a possibility that is always worth bearing in mind when being told stories of long past events by other people.

Having completed the read-through and let the contents settle in my mind for 24 hours or so has made me feel more comfortable with the material; and having all the items sorted and categorised has enabled me to have a clear view of what needs to be done. The 14 categories that emerged into which the 277 items were placed are:

  • Doodles (161)
  • Design of a questionnaire about religion, sex, attitudes towards people and education done in my teens at school (1)
  • Items written by other people including poems, cards and notes (6)
  • Material for cards I made – one rough outline for a card; and two with a poem by George Macdonald I had written out in italic writing (3)
  • Comments from other people – one on a survey I did at school and the other with humorous remarks on questions I passed round party attendees probably at University (2)
  • Story writing – story outline and some pages of text based around the Shroud of Turin; story outline and full text on having German Measles at university; short two pages about a ship being torpedoed; the essay I submitted for the school prize essay in 1964; the first 25 pages of a thriller I started writing at school; and a short story about an alley cat (6)
  • Exercise books containing English essays I did at school in 1962-3, 1963-4 and 1966 (3)
  • Description of a dream I had in 1979 (1)
  • Sketch of a design for a house (1)
  • Activity Diary for about 1 month probably from my first term at university (1)
  • Letters I wrote to various individuals but never sent (8)
  • Poems I wrote (41)
  • Reflective writings I produced (42)
  • Short note I made in 1965 on religion-related behaviour I aspired to (1)

I’ve created a working document in which I’ve noted various ideas of what to do with each item, and this has made me realise that some of the material can simply be added to existing hardcopy and/or digital items in my mementos collection; and the remaining items will be new additions to the collection. Having an existing mementos collection with an established Index and approach to hardcopy and digital filing will certainly make the whole exercise much easier and quicker. So now I’ll start to work through the items in each category and deal with them accordingly.