CONTACTS 

SUBJECTS
Welch manual, writing

0503 -
0503 -    ..
0504 - Summary/Objective
0505 -
050501 - Follow up ref SDS 1 0001.
050502 -
050503 -
050504 -
050505 -
050506 -
050508 -  ..
0506 -
0507 -
0508 - Progress
0509 -
050901 - More editing of first 22 pages.
050902 -
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.
050913 -
050914 -
050915 -
050916 -
050917 -
050918 -
0510 -

SUBJECTS
Subjects Complex Difficult Explain SDS Help System Context Managemen
Bush Vannevar Visionary SDS Design Rationale Intelligence Support At

4504 -
450501 -  ..
450502 - Subject Index Context Management Organic Structure Control Fields
450503 -
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
450537 -
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
450548 -
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
450575 -
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.
450604 -
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.
450717 -
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
450725 -
450726 -    The Subject Index has four (4) objectives for command and control
450727 -    of the record...
450728 -
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.
450736 -
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.
450745 -
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
450760 -
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.
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