workflow question: embedding files (long term wisdom of)

[jerryk]

I am considering moving seriously into OneNote (away from UltraRecall). In
my workflow, I plan to embed files (word docs, pdfs, etc.) into a Onenote
page. I have, however, a few questions about this:

1. Indexing.
Currently, embedded files are not at all indexed (besides filename) for
search (under WDS). Various MS blogs explained that this couldn't be
finished for this release. How likely will the next release of 1N will index
the contents of files embedded in 1N? What time frame do you expect? (I
ask b/c if indexing is unlikely, I am less inclined to embed versus just
leave within file folders.)

2. Stability
Independet of indexing, does anyone have any experience or thoughts about
how wise it is to embed files regularly into 1N pages? What are the chances
of data loss / corruption, as compared to the regular OS file folders? Are
there strong reasons to keep files within the standard OS structure (e.g.,
leveraging volume shadow copy?)

As you can see, I'm considering using 1N pages as almost a supplement file
system. I'm planning to hyperlink 1N pages intensively with Mindmanager
mindmaps, which I use as a sort of project management console.

Any reactions or thoughts? Thanks in advance.

 

[Patrick Schmid [MVP]]

1. Indexing.

Currently, embedded files are not at all indexed (besides filename) for
search (under WDS). Various MS blogs explained that this couldn't be
finished for this release. How likely will the next release of 1N will index
the contents of files embedded in 1N? What time frame do you expect? (I
ask b/c if indexing is unlikely, I am less inclined to embed versus just
leave within file folders.)

Next version of Office is due around 2009. You shouldn't expect new
features in any Office 2007 Service Pack.

2. Stability
Independet of indexing, does anyone have any experience or thoughts about
how wise it is to embed files regularly into 1N pages? What are the chances
of data loss / corruption, as compared to the regular OS file folders? Are
there strong reasons to keep files within the standard OS structure (e.g.,
leveraging volume shadow copy?)

I think it's cumbersome to use for that purpose. My main annoyance is
that you can't create a new file from within OneNote, but that you have
to create it elsewhere first and then embed it. That's probably one of
the main reasons why I haven't used OneNote as replacement for the My
Documents folder yet.

Patrick Schmid [OneNote MVP]
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[jerryk]

Next version of Office is due around 2009. You shouldn't expect new

features in any Office 2007 Service Pack.

Thanks for this. I realize that 2 years is a long time, but I could live
with the idea that by 2009, a 1N workflow system would include indexing of
embedded files. Any thoughts on whether that is likely. Or are there
certain technical difficulties within the file system that prevents it. (I
can't imagine any, but you never know.)

I think it's cumbersome to use for that purpose. My main annoyance is
that you can't create a new file from within OneNote, but that you have
to create it elsewhere first and then embed it. That's probably one of
the main reasons why I haven't used OneNote as replacement for the My
Documents folder yet.

I agree that that's a pain, but not a big one for me. I'm more concerned
with examples of file corruption, etc. If I want to use a windows section as
essentially a replacement OS folder to drop, say, 10 files that might include
image pdfs, so the size could be 10 MB or so, is there a chance of data loss
(as compared to the standard OS system).

Thanks for your input.