While talking to several of my coworkers about the ways I organize my digital life it struck me that I have never detailed the what, the how, and the why. To me organization has set me free. There are only a few places where information is kept and so finding it is just a matter of checking a few places and almost always I can find, or remember, what I need.

Here at Western we have changed our email infrastructure to what is called “WebMail Plus” and I affectionately refer to by the initialism WMP. WMP runs on Zimbra servers out of our ISP in Ann Arbor Michigan and ever since the changeover I’ve never been very comfortable in the new system. I don’t like the web-based interface and I don’t like my email to stay in Ann Arbor for very long if I can help it. It’s purely a personal thing and I don’t expect everyone to have the same resistance to WMP as I have. There is a significant amount of history between me and WMP that goes quite a bit back.To that end, I store my email somewhere else and I store some files in other places as well, depending on where I’ll use them most of all.

Tools

I use these tools in order to better organize my digital world:

1. Mail.app
1. The native Mac Mail.app is set to pull in my WMP Mail over the IMAP protocol. This protocol allows me to select the Mail.app interface and bolt it on, covering up the less liked WMP Native website interface. Several key benefits to this are how I can configure all the aspects of Mail.app’s fonts to suit me and make it easier for me to read text. Mail.app also has a Bayesian Filter for identifying Junk Mail. I teach it what is and what isn’t Junk mail and it does a pretty kickass job identifying future Junk and getting it out of my way. The other feature of Mail.app that I have come to rely on is the “Redirect” command. This command allows me to effectively ‘resend’ an incoming email somewhere else as if it was always destined for that other address. This feature is a ‘killer feature’ when combined with other cloud services that I’ll write about further along in this post.
2. iCal.app
1. Just as much as I don’t like WMP when it comes to email, I also do not like it when it comes to Calendaring. I prefer to use iCal for my calendaring needs. Thanks to Zimbra’s adherence to standards I can have my cake and eat it too. WMP provides a CalDAV service which I can subscribe to using iCal. Not only can I have my local calendars off my home server subscribed on my iCal, but I can also have my WMP calendars as well.
3. AddressBook.app
1. As with iCal, the AddressBook.app application can subscribe to CardDAV Services that WMP provides. With all three in concert I have effectively replaced my need to use the native WMP interface and instead replaced it with a far more friendly Mac-based interface.
4. Evernote
1. Evernote is a cloud service that “remembers everything” and is only limited by the amount of information you send to your Evernote system, but not how much material you store there. Each free Evernote account comes with an “Evernote Email Address” that is private to the user and can be the destination of emails and when you do send an email to that address it is just like you have clipped the text directly into Evernote with a client. In this regard, the “Redirect” command and the “Evernote Email Address” are a match made in heaven.
5. Toodledo
1. Toodledo is an online cloud-based To Do List manager. There is a website that manages the Toodledo system very well and Toodledo provides a CalDAV compliant feed so I can subscribe my iCal client to my Toodledo task calendar and see everything, including my tasks, on one central iCal calendar. Toodledo also has its own “Toodledo Email Address” that inserts Redirected email into my task list. I can use a shorthand notation in the subject line to enrich the task so that when it is added to my Toodledo system it gets the appropriate context, date, time, and folder. Within Toodledo I have three contexts, Home, Work, and None. I have a gaggle of Folders such as “Email” and “Millennium” and “Personal” and the date system is very flexible. I can write an email to my Toodledo Email Address, set the subject as “Add Files to Folder @work #tomorrow =5pm *email” and the task is created with the body of the incoming email being the attached note of the task and the context is set to Work, the due-date set for 5/6/2011 (tomorrow), the due-time set to 5:00pm and the folder set for Email.
6. Instapaper
1. Instapaper also has a “Instapaper Email Address” and anything you send to that address gets queued up in your Instapaper queue. It’s really quite useful if you get a link in your Inbox and want to read it eventually, but not now.
7. Dropbox
1. Dropbox is a cloud-based file storage system that synchronizes a folder on every computer or device you use and a central folder stored in the cloud.

Tackling the Email Monster

I’m quite fond of achieving what I like to call Inbox Zero at least once a week, and usually on Friday afternoons. For me, email comes in and usually falls into a few neat categories. There are purely informational emails, such as notices from OIT and advisories about the University Trustees and other WMU news, then there are requests for me to do some sort of task, and then there are email discussions about some sort of running topic. I tackle an inbox that has gone out of control by starting with “low-hanging fruit”. I identify and pitch all the informational emails that I don’t need to note or keep storing. Some of this mail is merely meant to expose me to some news item or some event and after I appreciate the contents, they lose all durable value. For these messages I’ll either mark them as Junk or just delete them. The next level is to identify all the tasks-in-email and redirect them to my Toodledo account. Once they are redirected I delete those from my WMP account as well. All that is left, usually are discussions and “durable value” emails that contain something I really should remember. For the latter I redirect those to Evernote and delete them out of my Inbox. The rest are conversations and usually I won’t keep a lot of these floating around anyways. Once I send a reply the entire conversation is pretty well “backed up” in my Sent Items and so there is little point to keep old conversational emails that I don’t need anymore. Any emails that remain I look at and decide if they are conversations, tasks, or something I need to remember. I keep on whittling down on the pile until I run out of Inbox messages. Some people will note that I’m just playing a cup-game with my emails in Evernote. On Sunday I start organizing my Evernote into folders and let all that information build up there. Because Evernote is bottomless I don’t really care how much information I stuff into it since I can pretty much search text and folders to find anything I might need later on. Another hidden gem is that all of these services, Instapaper, Evernote, and Toodledo all have really great iOS apps for both iPhone and iPad, so I can manage everything on any device I like any time I like. I’ve been known to knock several emails out while waiting in line at the supermarket, or waiting for a movie to start at the cinema. Every bit helps and if you are vigilant you can whittle all your Inbox down to size and then get into a habit of keeping it that way.

Cloud Data Storage: Having Your Cake and Eating It Too

Another need I’ve found is to store data in an easily accessible way between many devices. I have an iPhone, and iPad, a MacBook, a iMac and a Mac Mini. There is always a need for me to keep a certain set of files available on each device. It makes life easier to have them conveniently located and every single machine having the right set of files no matter what. Dropbox suits this need very well. For run-of-the-mill data Dropbox can’t be beat for convenience sake. There is however a problem when it comes to security. Dropbox is secure, but they are vulnerable to search and seizure orders from the government and so they *can* break security on your files in order to comply with a government action. There are some files that I really would like to have available, but I really don’t want to risk having these files exposed. If I’m willing to sacrifice a bit of compatibility (really secure use of Dropbox precludes iOS devices) I have a way to secure files even from Dropbox itself, while still making use of their syncing services. Here’s how you do it. Dropbox is a free service and they kick in 2 gigabytes worth of storage. On a Mac open up Disk Utility, create an AES-256 encrypted sparsebundle disk image file and save it to your Dropbox. Put a nice long password on it and don’t save that password to your Mac’s Keychain system (that makes it really secure, because the password is just in your head) and then you can have your cake and eat it too. The disk image file can be mounted by any Mac computer, you have to type in your access password to mount it. Even if Dropbox were to ship the file to a third-party for analysis the file’s AES-256 encryption (at the moment) ensures that the data within the file is safe. The neat thing about a sparsebundle with Mac computers is that a sparsebundle can be assigned a maximum size, say one gigabyte, and if you only fill it with say 200 megabytes worth of data then the disk image itself isn’t one gigabyte, but instead right around 200 megabytes. The sparsebundle is a lot like a bellows, it expands to contain only the data it needs to. It has a capacity of whatever high-water-mark you’ve set it up for, but it’s efficient in that it only takes up what it’s contents need versus a standard disk image which is a monolithic file. Another neat part of sparsebundle images is that you can issue a rather straightforward CLI command to compact them if you’ve removed data from them. That command is:

“hdiutil compact image.sparsebundle”

So even if a sparsebundle were temporarily carrying a big bulge of data, you can get the storage back out of it by running this command. It’s quite neat and tidy. The only thing that would seal the deal is if the sparsebundles would automatically compact themselves on-the-fly, but even with this command you can still quite enjoy having your cake and eating it too. As it turns out, every removable device I own has an encrypted sparsebundle file stored on it. This is the best way that I know how to have the convenience of this sort of technology and the peace of mind to know that if you lose it, nobody but you can make sense of the contents.

I hope that this makes sense to you all. I’ve found this entire procedure to be quite effective and useful and makes organizing my life much simpler and less burdensome. Perhaps it can do the same for you! 🙂