THE WELCH COMPANY
440 Davis Court #1602
San Francisco, CA 94111-2496
415 781 5700
S U M M A R Y
DIARY: June 28, 1988 08:41 AM .......;
SDS manual explain Control Fields for record segments and Subject Index.
2...Subject Index Context Management Organic Structure Control Fields
....Paperless Office Electronic Records Management by Objectives
....Context Management Electronic Precision Access Keywords
....Organic Subject Structures Hierarchy Relational 3x5 Cards
....Shove All Paper into Computer to Find Everything When Needed
....3x5 Cards Electronic Records Management Improves Traditional Filing
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Welch manual, writing
0503 - ..
0504 - Summary/Objective
050501 - Follow up ref SDS 1 0001.
050508 - ..
0508 - Progress
050901 - More editing of first 22 pages.
050903 - Page 7-11, clarified the application of function 22F07.
050905 - ..
050906 - Clarified "Date" section.
050908 - ..
050909 - Page 7-14, changed header to "Number Levels/Outlining," clarified
050910 - this section, and modified the list showing the uses of line numbers.
050911 - Explanation of line numbering levels is a little complicated - is
050912 - actually best understood by examining the examples.
Subjects Complex Difficult Explain SDS Help System Context Managemen
Bush Vannevar Visionary SDS Design Rationale Intelligence Support At
450501 - ..
450502 - Subject Index Context Management Organic Structure Control Fields
450504 - Made progress today explaining the purpose and use of the Subject
450505 - Index. Condensing such a complex capability into simple language is
450506 - not easy. Everybody is somewhat familiar with organic structure from
450507 - elementary school science and high school biology. People know
450508 - context is important for applying information. However, combining
450509 - these two ideas into a single concept for the "organic structure of
450510 - context" is not easily explained. Similarly, while assigning subjects
450511 - to control fields seems mechanically simple, using this method to
450512 - replace 2000 years of people putting documents into file folders and
450513 - cabinets seems foreign. Equally hard is explaining why creating and
450514 - assigning organic subject structure aids memory, analysis,
450515 - understanding, reasoning, and intelligence by assembling relevant
450516 - history for command and control of daily work.
450518 - ..
450519 - The " paperless office" solution conflicts with everyone's experience
450520 - the past 5 years that has seen an explosion in information piling up,
450521 - especially on computers. Nobody can find anything. Cross-reference
450522 - filing is fairly well understood and commonly practiced, though mainly
450523 - by secretaries and file clerks. Computers make a new way of working
450524 - possible to segment and "file" organize and manage content within
450525 - documents, actually SDS records, which contain document content which
450526 - has the same effect, at very low levels of organic structure down to a
450527 - paragraph or even a sentence using SDS Control Fields. Capability to
450528 - assign subjects and assemble chronologies for understanding the
450529 - context of cause and effect. seems beyond reach of other tools and
450530 - outside the experience of people.
450532 - ..
450533 - Have about 4 pages on this one topic, beginning with.....
450535 - ..
450536 - Paperless Office Electronic Records Management by Objectives
450538 - The Subject Index aids THINKING by identifing context with an
450539 - electronic 3x5 card system so that information stored
450540 - chronologically can be retrieved quickly through a relational
450541 - hierarchy of "subjects." Computers improve speed and accuracy of
450542 - "Management by Objectives" (MBO) with alternate descriptions and
450543 - multiple cross-referenced associations that leverage human memory.
450544 - Traditional records management practices copying and filing
450545 - documents in folders and cabinets is replaced with subjects
450546 - assigned to Control Fields in SDS record segments, summarized by
450547 - the idea of a "paperless office." ref OF 2
450549 - [On 880726 article on personal information manager (PIM)
450550 - software, ref SDS 2 0001, describes organizing narrative text
450551 - with electronic filing, ref SDS 2 MH8N, using structured
450552 - catagories. ref SDS 2 5P7T
450554 - ..
450555 - [On 910221 law on conservation of knowledge SDS subject index
450556 - recycles experience connected in multiple ways to avoid
450557 - problems and discover opportunities, explained in POIMS.
450558 - ref SDS 5 676K
450560 - ..
450561 - [On 910415 Byte magazine article explains subject indexing is
450562 - very difficult work with conventional tools and practices.
450563 - ref SDS 6 5584
450565 - ..
450566 - [On 990303 limited span of attention enables the mind to handle
450567 - at most 7 subjects; normally no more than 2 or 3. ref SDS 9
450568 - 5328
450570 - ..
450571 - Context Management Electronic Precision Access Keywords
450572 - Organic Subject Structures Hierarchy Relational 3x5 Cards
450573 - Shove All Paper into Computer to Find Everything When Needed
450574 - 3x5 Cards Electronic Records Management Improves Traditional Filing
450576 - "Subjects" in SDS expand the practice of labels with keywords on
450577 - folders to identify documents stored in filing cabinets. Often
450578 - documents get stored temporarily and then lost in desk drawers, the
450579 - floor, the coffee table at home -- any place handy at the moment.
450580 - SDS improves traditional records management by shoving all that
450581 - paper into the computer and organizing content for electronic
450582 - precision access within documents based on remembering only the
450583 - gist of objectives, requirements, and commitments from capturing
450584 - the unfolding, complex, story of daily work. Hierarchy organizes
450585 - "subjects" with DNA-like structure that points to the precise
450586 - location of information, similar to 3x5 cards used by debaters to
450587 - quickly prepare their presentations. For example, the human body
450588 - has parts (head, arms, legs), and subparts (brain, eyes, ears
450589 - lungs, knees) and sub-subparts (skin, bone, veins), and
450590 - sub-sub-subparts (cells, marrow, blood), etc., etc. Similarly,
450591 - buildings have a foundation, walls, floors, plumbing, electrical,
450592 - furnishings, etc. Walls have subparts like doors, windows, studs,
450593 - sheetrock, plaster, paint. Subjects further assign information to
450594 - multiple relationships within families, organizations, communities,
450595 - countries, cultures. These hierarchial and relational structures
450596 - give information meaning through trails of associations that make
450597 - sense of complex history in relation to objectives, requirements,
450598 - and commitments, i.e., human needs. Energy that connects cause and
450599 - effect yields the power of knowledge to predict the future. When
450600 - the order of cause and effect fails, then, like thrusting a dagger
450601 - into the body disrupts biological structures, disorder in the
450602 - record of knowledge structures degrades the power of management
450603 - toward confusion, conflict, chaos, entropy, and failure.
450605 - [On 880815 meeting with Tudor explained SDS context
450606 - management for aligning daily work with objectives,
450607 - requirements and commitments. ref SDS 3 E189
450609 - ..
450610 - [On 890523 "big picture" contains many details tracked by
450611 - organic subject structure, ref SDS 4 G14K, to ensure the
450612 - bottom line turns out favorably. ref SDS 4 RC5K
450614 - ..
450615 - [On 890523 human needs (objectives, requirements, and
450616 - commitments) occur along a continuum of organic structure.
450617 - ref SDS 4 XT6O
450619 - ..
450620 - [On 990527 Morris Jones cited cultural barriars to better
450621 - management, ref SDS 10 1233, because people resist
450622 - investing time and expense for deferred rewards of
450623 - proactive intelligence support for Knowledge Management.
450624 - ref SDS 10 MR41
450626 - ..
450627 - [On 061024 case study paperless office still dream in
450628 - mainstream people cannot shove all that paper into the
450629 - computer because nobody can finding anything; productivity
450630 - is paralyzed. ref SDS 13 UN6L
450632 - ..
450633 - Context management in the Subject Index is like tending a "garden
450634 - of knowledge" that imparts more comprehensive and timely
450635 - understanding of cause and effect than can be derived from daily
450636 - experience on the job attending meetings, making calls, and reading
450637 - and writing documents.
450639 - ..
450640 - SDS subjects for Context Management construct the order of cause
450641 - and effect that is otherwise hidden by the dynamically expanding
450642 - complexity of daily work. Traditional records management
450643 - cross-files documents in multiple folders to keep track of key
450644 - associations. This takes a lot of time, space, equipment, and hard
450645 - work which people eventually fail to perform, as diligence wains.
450646 - Computers eliminate document handling with "paperless office"
450647 - tools. Subject indexing associates the story of chronological
450648 - events into logically related contextual history. Personal and
450649 - organizational memory is organized into an "encyclopedia" of
450650 - experience. Electronic records management (filing, organizing,
450651 - retrieving) makes research for decision support fast and easy.
450652 - Granular indexing of content within documents provides command and
450653 - control for low levels of organic structure in the vast microcosm
450654 - of history. Predictability from connecting cause and effect yields
450655 - the power of knowledge for controlling the future by quickly
450656 - finding correlations, implications, and nuance, e.g., a "needle in
450657 - a haystack," with precision access relevant to current needs.
450659 - ..
450660 - [On 890523 granular indexing explained, ref SDS 4 OS4H,
450661 - examples of common organic subject structures, ref SDS 4
450662 - 428F shows context management is very complex, difficult
450663 - work without efficient tools implementing "paperless
450664 - office" capabilities. ref SDS 4 LV59
450666 - ..
450667 - [On 960304 Vannevar Bush proposed in 1945 computers can
450668 - support paperless office with electronic records management
450669 - tracking trails of associations based on relevant context.
450670 - ref SDS 7 BE6L
450672 - ..
450673 - [On 980613 article reports paperless office efficiencies of
450674 - electronic records management have not been realized by
450675 - creating and storing information on computers; people
450676 - overwhelmed by information density because only SDS has
450677 - tools that convert information into knowledge. ref SDS 8
450678 - 0526
450680 - ..
450681 - [On 990527 Morris reports executives resist better
450682 - management that requires being educated about the meaning
450683 - of knowledge and the scope of good management. ref SDS 10
450684 - XW5F
450686 - ..
450687 - [On 000307 using computers for records management has been
450688 - called "Knowledge Management," which is complicated,
450689 - difficult work without the right design. ref SDS 11 767G
450691 - ..
450692 - [On 011102 Larry Prusak at IBM says Knowledge Management
450693 - tries to implement "paperless office" efficiencies of
450694 - electronic records management because merely storing
450695 - information on computers overwhelms human mental biology
450696 - and so degrades productivity without complementary support
450697 - for context and connections, the Bush vision for "trails
450698 - of associations." ref SDS 12 M24F
450700 - ..
450701 - [On 070126 goals for Knowledge Management failed because
450702 - efficiencies of paperless office for electronic records
450703 - management do not occur without complementary support for
450704 - trails of associations implemented by SDS with context and
450705 - connections. ref SDS 14 QH8L
450707 - ..
450708 - The Subject Index shows codes and descriptions of information, like
450709 - a work breakdown structure, card catalog using the Dewey Decimal
450710 - system in a library, and similar to a table of contents or index in
450711 - a book with page numbers where each subject, topic or category is
450712 - located. Rather than hunt for pages and content in a pile of
450713 - paper, pressing Enter in SDS immediately opens a document to the
450714 - precise location that contains required information. The ESC key
450715 - closes the document, elminating the task of putting documents back
450716 - in the filing cabinet.
450718 - [On 880726 article on personal information manager (PIM)
450719 - software, ref SDS 2 0001, describes organizing narrative
450720 - text with electronic filing, ref SDS 2 MH8N, using
450721 - structured catagories. ref SDS 2 5P7T
450723 - ..
450724 - Purpose
450726 - The Subject Index has four (4) objectives for command and control
450727 - of the record...
450729 - 1. Quickly and easily create a place to store everything
450730 - chronologically on a computer (paperless office) to eliminate
450731 - traditional records management paper handling (e.g., copying,
450732 - filing, distributing, moving, organizing, finding, returning),
450733 - and CREATE and MAINTAIN a Subject Index of hierarchial and
450734 - relational structures that identify information in the context
450735 - of objectives.
450737 - [On 890523 subject index enables paperless office to create
450738 - associations electronically. ref SDS 4 A25H
450740 - ..
450741 - 2. Quickly and easily place everything in the proper place by
450742 - assigning accounts from the Subject Index to Control Fields for
450743 - all of the subjects that identify the context of information in
450744 - an SDS record segment.
450746 - [On 890523 Control Fields explained. ref SDS 4 6H8O]
450748 - ..
450749 - 3. Find anything, and retrieve everything, improve 3x5 card
450750 - efficiencies by quickly extracting only relevant parts of large
450751 - documents and in chronological order, without the time and
450752 - expense of making, storing, retrieving, and returning copies,
450754 - ..
450755 - 4. Increase accuracy understanding correlations, implications, and
450756 - nuance connecting cause and effect.
450758 - ..
450759 - Discussion
450761 - Records management has three (3) main purposes: figure out
450762 - "subjects" where to store information, store it, find, retrieve and
450763 - replace it. The Subject Index and Control Fields reduce this
450764 - formula to simply figuring out the structure for storing
450765 - information, and finding it. Since information is not actually
450766 - removed, it does not have to be retrieved, moved, handled, and
450767 - replaced.
450769 - ..
450770 - Efficiencies of "paperless office" practices save significant time
450771 - and expense. Present forms of information retrieval result in
450772 - assembling huge amounts of non-relevant information which then must
450773 - be culled at great cost. The Subject Index eliminates this time
450774 - and expense, by telling you where information is located, and
450775 - letting the computer retrieve it from a single source, and assemble
450776 - it the way you need it, and does not require time and expense of
450777 - handling documents, copying, and returning to a filing cabinet.
450779 - ..
450780 - The Subject Index lets you separate from records just the portion
450781 - that pertains to your current needs.