Organizing information is hard work. There are many applications available to help manage your information. Rather than iterate through each one, let’s talk about two products that hold the key to information management: DEVONthink Pro Office (DTPro), which we reviewed yesterday, and Evernote Premium Edition.
Both of these apps have some functional overlap and some unique differences. Here are the categories for comparison:
- Capturing data
- Managing data
- Sharing data
- Unique features
- iPhone Application
There are many ways to capture data in these applications.
- Drag-and-drop files in the application’s main window (both).
- Import from a variety of other applications (DTPro: Import menu + AppleScripts).
- Native support for many file formats. Evernote Premium account is required to support files other than PDF. DTPro supports native iWork files, Mail.app/Entourage mail messages and more.
- Import of web archives via bookmarklets (both).
- Mac extensions: DTPro Office Sorter & Evernote’s Clipper.
DEVONthink Pro Office Sorter
Using the Sorter (which extends from the left or right side of your desktop), you can drag-and-drop items (documents, pictures, etc.) and they are automatically redirected to DTPro.
Using the Clipper (available via the menu bar), you can either select text and go to the menu or press command keys to send the information to Evernote.
DEVONthink Pro Office Main Window
The DTPro main window utilizes a folder metaphor, similar to the Mac OS Finder. There are many ways to view and work with the data. Further, you can quickly create new files (Rich Text, Text and more) directly from the application.
What really makes DTPro valuable is the Artificial Intelligence (AI) engine. Rather than manually tagging content, DTPro uses its engine to create relevant links between content.
Lastly, DTPro includes an OCR engine that converts images and PDFs into editable files so that you can search for text within each item.
Evernote Main Window
Evernote Premium takes a different approach to managing data. The primary mechanism for organizing information is via user defined tags. You can also create different notebooks for different purposes (for example, PDFs or Office files).
Evernote allows you to quickly add new notes (via RTF) as well as take photo notes via your iSight camera. And, like DTPro, the app uses an OCR engine that converts images and PDFs into editable files. Just note that this OCR conversion is done via the Evernote Web service, not natively in the Evernote application.
Both products enable you to share your data. With Evernote, you can specify which of your Notebooks you want to Publish to the web. You can then share the URL. Note, unless you use Evernote Premium, all of your data is sent insecurely to Evernote’s servers.
DTPro has the ability to publish its database to a local web server, of which you can either password protect or make public by sharing the IP address and directory.
Both products have the capability of viewing your information via an iPhone application. For now, Evernote performs better due to its native iPhone app.
Currently, you can access your DTPro content via a web interface on the iPhone. When I spoke with the Devon Technologies CEO, he explained that a native iPhone app is on the roadmap.
DEVONthink Pro Office iPhone web app – Main interface
In order to use the DTPro iPhone web app, you first must set up the web server within DTPro. Next, you use the web app to search and view items (no edit).
Evernote iPhone app
With the native Evernote iPhone app, you can capture photos and voice notes, create text notes and view your captured data (including documents). The interface is pretty seamless and other than network lag, performs pretty well.
What makes Evernote Premium unique is its ubiquitous access. You can get to your data via a variety of apps (desktop, iPhone, web). What makes DTPro unique is its artificial intelligence and rich auto-categorization of your information.
Both products have excellent support, including online video tutorials, help systems, blogs, and more. Devon-technologies also has a very active end-user support forum.
Ultimately, either app will serve you well. However, there are some issues with each.
With Evernote, you have to ask these questions:
- Do you want your data on your computer or someone else’s?
- Do you mind tagging all of your files and defining your own criteria for organization?
- Do you mind that some captured data is not true WYSIWYG (some files do not maintain formatting)?
- Are you prepared to have limitations on viewing large files (PDFs greater than 35 pages) in any of the apps?
- Do you mind having to export each file one-by-one, as Evernote does not have a standard export mechanism for your files?
With DTPro, you have to ask these questions:
- Do you want to spend $149 (retail) or $45/year (Evernote Premium account)?
- Do you mind playing with beta software? 2.0 of DTPro is in beta and won’t ship until the first half of this year.
- Do you want to spend the time learning DTPro’s UI? It isn’t challenging, although there is much more to learn than Evernote.
- Do you mind running a local web server to view your data via remote access?
What other choices do you have?
- Circus Ponies – Notebook 3.0 ($49.95)
- Reinvented Software – Together 2.2 ($39)
- Bare Bones Software Yojimbo 1.5 ($39)
Each of these apps are excellent and are moderately priced. None of the three apps mentioned above have direct OCR capabilities or an iPhone app. Further, only Yojimbo has the ability to view its data remotely or via the iPhone by utilizing another application, Webjimbo ($30) from Flying Mac software.
I decided to part ways with Evernote and move forward with DEVONthink Pro Office, because I wanted more control of my data and the artificial intelligence features were very attractive to me.
What about you? Which tool (if any) do you use for information management? Or, do you use file system and avoid apps like these altogether?