Mobile File Management

Documents app

Documents app on iPad

IOS devices were not designed with a centralized file management system like desktops use. Each app handles the files it creates. There are some sharing options allowing you to open a file in a different app along with apps for each of the cloud storage services you use. This can quickly become both awkward and time-consuming. Fortunately, there’s Documents [iOS – free].

Not only is Documents an impressive file management system, it is also an amazing document viewer and media player. In the example above, you are looking at the Documents app on my iPad. I have selected the ChannelGuide.pdf file shown in the current folder and I have a number of actions available in the left sidebar. I can copy or move it to one of the folders you see in the main screen or to any number of cloud storage platforms. I can even easily move files from my iPhone to my iPad.

Looking at the tools in the sidebar and you see many basic file management options. Need to download a document from the Web? No problem! Safari displays an Open in… button for PDF downloads (along with other formats). Tap the button and then tap the Documents icon and the file is downloaded to the Downloads folder in the Documents app. You can also use Documents’ built-in browser to view and download documents on the Web.

This is what the main screen looks like on an iPad. In the sidebar, the Documents file space has been selected and those folders and files appear in the main screen. Tap a file to open it in an appropriate viewer/media player. The Downloads folder is the default location for files you download from the Web. The iPod Library folder allows you to play files located in your device’s Music app. The files remain in the Music app and are just played in the Documents media player. You can also connect to the Photos app and copy photos to or from Documents.

If you use more than one cloud storage provider, you can connect to each within Documents and easily view, copy, move and manage files in them all. Once you connect to the service in Documents, moving and managing files between services is just as easy as moving between folders.

In the example above you see that in addition to iCloud, I’m also using Dropbox and Box. Other cloud options include OneDrive and Google Drive. Servers supporting WebDAV, FTP and SFTP can also be accessed using Documents. And, if you have multiple iOS devices you can AirDrop files between them.

This is just the file management side of Documents. Stay tuned . . . there’s a lot more mobile goodness in the reader/media player side of this app. Readdle also has a number of other useful apps. Many of them can make going mobile a whole lot easier.


Why You Need a Blog Editor

Those of us with a treasured family journal, scrapbook or collection of letters have a window into the personal side of our family’s history. That one or more generations of people took the time and effort to protect and preserve those treasures makes them even more precious. Today, we have a large community of bloggers documenting and sharing their research and family stories. It’s amazing how quickly these “little stories” become impressive historical collections.

That’s the good news.

What happens to all that work when the blog platform you are using shuts down or has a server crash? There are all kinds of disasters that can impact your blog and its content. What are you doing to protect your work?

While most blog platforms include an online editor to make it easy to write and publish your posts, you may want to consider using a desktop (or mobile) editing app instead. There are a number of advantages to using an editor. Besides the obvious backup advantage, an editor will also make it easier to repurpose your posts into other family history publications.


Byword for Mac

I found two wonderful apps (for Mac and iOS) that support both my blogging effort and my writing projects while protecting both. I use Byword (Mac – $11.99, iOS – $5.99) as my blog editor. Its publishing feature (requires a $3.99 in-app purchase) supports posting to WordPress, Medium, Tumblr, Blogger and Evernote. With Byword, each post is saved to iCloud and published to WordPress. I also use the Ulysses writing platform (Mac – $44.99 and iPad – $19.99) to manage my writing projects. Ulysses supports an “external folder” option that allows me to connect to those Byword folders holding my blog posts. Copies of any post is easily dragged into a writing project.

Even better … both Byword and Ulysses support Markdown, as does WordPress, so not only am I protecting my posts from disaster, I’m future-proofing my stories – saving them from the scrapyard of obsolete software.

Writing for the Future

Those of us who have photographs, letters, journals and other writings from our ancestors are blessed with a view of their worlds that no amount of vital records can provide. These are precious treasures which we spend a lot of time, money and effort to preserve. But, what are we doing to document and preserve a personal record of our lives for those who come after us?

Day One app

Journal entry in the DayOne app for Mac.

In today’s digital world we have some amazing tools for capturing photographs, conversations and video clips, giving us the ability to document – and share – all kinds of special moments. The joys of digital media are tempered with some concerns. At the top of that list is how quickly things change. Anyone who’s had a desktop computer for more than a couple of years knows the frustration of documents that can no longer be opened because the software application that created that document no longer exists. Yes, this is a concern, but it’s a manageable one.

Data formats for the written word have come and gone, but one has been around since the very beginning of the digital age – plain text. It is just that – plain. There are no font changes, no bold or underline, no colors. It’s just alpha, numeric and special characters.

Next up the chain of data formats is something relatively new – markdown. It’s plain text with simple codes, created using plain text characters, to represent formatting commands. When viewed in its “plain” state, it’s quite readable, but it’s also very easy to develop programs that can process those simple codes and reformat the document into something very attractive. And, as technology changes, the original document is still quite readable and new conversion programs can be quickly created to jazz it up. For a better discussion of what markdown is, see Markdown – an archival standard for digital documents.

Although you won’t yet find markdown included as a “Save as” or “Export” option on most mainstream word processing applications, it’s getting a lot of attention from journaling apps. For example, the Day One app [Mac – $9.99, iOS – $4.99] uses markdown as its standard format and offers export options to PDF and plain text. Writing platforms such as Scrivener and Ulysses support markdown along with many blog platforms.

The Cherokee Rose

A family story posted on my personal blog

The data format getting the most attention these days is HyperText Markup Language (HTML). This has been the format of the Web and is now also the format of ebooks. Like markdown, it is plain text with codes – known as tags. Unlike markdown it’s not so simple. For a simple ebook novel that’s all text, the HTML code should be very readable in its raw form. A web page full of graphics, charts and links is quite a different story. Fortunately for us, computers don’t have a problem reading and processing the code to present us with a beautiful visual experience. And, because HTML is an industry standard format, it will travel from app to app – even platform to platform – with minimal effort.

How does all this impact the family historian?

One reason geneablogging gets so much attention is its longevity. Not only are blogs built with HTML, they have an organizational standard that means they are very search-engine friendly (which helps attract research cousins) and can be moved from one blog platform to another. There are services which will convert your blog posts into ebooks and even print books. Most blog platforms offer backup and export options so you can maintain multiple copies – both online and offline. A growing number of journaling and text-editing apps have publish to blog features – giving you an extra layer of archival protection.

I’ve been blogging for more than twelve years. During that time I’ve documented a lot of family history – one story at a time. While the thought of sitting down and writing a “family history” has always been quite intimidating, it didn’t take long to blog enough stories for a book. Is it a complete family history? Not even close. But it doesn’t have to be. Using simple tools, I was able to pull out and reorganize the stories I wanted into a simple ebook to share with my family. And, as the stories grow, so does the ebook. It’s all digital so it’s very easy to update and redistribute.

Nothing lasts forever and digital platforms come and go. My family’s private blog site was on the Posterous platform was bought by Twitter and later shut down. I was able to export our content and import it at another blog platform in a matter of minutes. Plus, I have a backup copy of the export file on my desktop. These other blog platforms saw the business potential Posterous’ shut down represented and did everything they could to help make the migration as easy as possible.

Don’t let technology concerns keep you from documenting your family history. Start with a blog on a reputable platform. You can get started with in a matter of minutes – and at no cost. Platforms like Yahoo’s Tumblr offer free and easy-to-use blogging, but are not their companies’ main priority. Take advantage of the growing number of desktop blog editors which make it easy to keep a “desktop copy” of each article along with the online published version. An editor that supports markdown also helps future-proof your stories.

Experiment with some of the new journaling apps – especially those that include companion mobile apps. The mobile journal apps take advantage of your device’s camera and location services, giving you the ability to easily include photos in your entry, automatically date stamp and even geo tag each one if you wish. Not only is a journal more appropriate for your private thoughts, but often these apps also offer features to publish selected entries to your blog – saving you time and effort.

Today’s technology make it easy to capture and record our family’s precious moments in ways that will insure they are accessible for many generations to come. Isn’t it time you get started?