Forever Evernote, iPad Edition, Part 1

Evernote: You Can Have it Everywhere

Today, I thought I would share a little bit about how I keep all of my information together across various platforms and locations. My main system is Evernote. Evernote is my work BAF (best app forever).

Where I have Evernote:

-Work PC

-Home PC

-Macbook

-iPad

-iPhone

-two turntables and a microphone

Why it is Better Than One Note

I actually love OneNote. I wish the people at Microsoft would quit being such big babies and put out a Mac edition, but they haven’t.  I do have Outline for Mac, which I will probably cover later, but, for now at least, Outline does not have two-way usage. I can only use it to read OneNote, which doesn’t help if you are a super mobile, jet-setting* attorney like me and you find yourself in need of actually inputting information somewhere away from a PC.

Evernoting with iPad

One of the biggest advantages of Evernote is the ability to use it on my iPad. I can do research at the doctor’s office, completely handle multiple days worth of depositions, and figure out what’s for dinner all from my iPad. So let’s dive in, shall we?

How Do I Get Evernote on My iPad? 

You go to the app store and download it.

How much does it cost?

A basic Evernote account is free (as is the app).

I started with a free account to try it out, which is what I recommend doing. Because I use Evernote so much, I purchased a premium Evernote account. It’s less than $50 per year and pretty much essential if you are really going to use Evernote heavily for work. Premium allows you to work offline, search all of your attachments, etc., so it’s pretty key.

How do I download the Evernote App? 

Why do you have an iPad if you don’t know how to download an app? You should find someone else and just give them your iPad because you are wasting yours and the rest of this is going to be waaay too complicated for you.

OK, I Got it, Now What? 

Notebooks

The first thing you want to do is create a notebook. This is where you are going to put everything.

1. Creating a Notebook: the upper left-hand button with the plus symbol lets you add a notebook.

2. Deleting a Notebook: the bottom right hand trashcan button lets you delete a notebook.

3. Accessing Notebooks: all of your notebooks are pictures on the main page. Here is a picture of my current notebooks:

notebooks

Stacks:

Stacks are a group of notebooks that are all related. In the picture above, they are the notebooks with the white bands around them.

Organizing

The way you organize your notebooks is up to you. Here is my current system:

1. Every case I’m working on has its own notebook (at least one).

2. Large, active cases have more than one notebook, which are piled into a stack. I’m currently only working on one big case in Evernote (my other big cases are with attorneys who use dropbox, One Note, or just my work server, so I store the information for those cases there).

Example:

Here is a picture of my Ellison v. Lesher stack opened up to see all of the notebooks:

skitch

So you can see that I have a separate notebook for 4 depositions and also a general case notebook. I use the general case notebook to stick loose notes into until I can organize them into a notebook.

Within a deposition notebook, I have individual notes:

notes in stack

 

The first note is a voice-recorded memo to myself that I created directly in Evernote.

The next four notes are picture of exhibits that I took with the camera on my iPad at the deposition. Taking pictures meant that I didn’t have to keep up with the actual exhibits.

The last note is just a text note that I copied and pasted from a Word document. These were the questions that I actually ended up asking at the deposition.

Search

Searching is the key to the Evernote system. You can search within a notebook or within all notebooks. Here is the result of a search for “depo”  within one notebook:

evernote search function

You can see that it searches the title and file itself. I try to be smart about how I title my notes. The title needs to make sense when I’m searching for an exhibit later.

Evernote Security

One of the biggest concerns for attorneys is the security of our documents. We often have sensitive client information stored in our massive files and it would be terrible if our clients couldn’t trust us with their documents.

Evernote has one-way encryption, which means that user passwords are all scrambled to bits in their server, making them pretty much useless to anyone who is able to access them.  Additionally, you can encrypt the data in a note yourself, but remember that Evernote can not retrieve this data for you if you lose it on your end.

Evernote provided the following steps to ensure that your data in Evernote and other sites is secure:

  • Avoid using simple passwords based on words found in a dictionary.
  • Never use the same password on multiple sites or services.
  • Never click on ‘reset password’ requests in emails – instead go directly to the service by typing the address into a browser address bar or using a bookmark.

Finally, make sure your iPad itself is secure. I have mine set to lock if I’m away from it for a minute and it requires a four digit pin to unlock. Additionally, I have the settings to remotely erase the data on my iPad enabled, for worst case-scenario situations.

Stay tuned for some upcoming posts talking about the apps I use with Evernote to get the most out of it.

*Can I call attending depositions at the Municipal League jet-setting? Let’s go with yes.

 

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5 thoughts on “Forever Evernote, iPad Edition, Part 1

  1. Interesting. I have had Evernote on my iPad for some time but have not used it. Since most of my documents are located on my docs system in my office computer/laptop and many documents are saved in my scan files, I tend to use those. I can access my system through our cytrix system most of the time. For out of the office items I take my iPhone and iPad and if needed, such as for out of town trips, either my lap top or my MacAir both of which have cytrix access. I also have DropBox to keep documents for easy access but it does not have the security that Evernote has. Thanks for the nice primer. I will be interested in any future additions. Lucien

  2. How is Evernote different than just accessing documents through One Drive? Would loading documents into Evernote eat up memory on the ipad? Is it something to put all case pleadings and documents in or just notes and selected docs needed for a specific purpose (like a deposition or hearing)? Thank you for your advice.

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