Archiving Circa

Jumping off nay-nay's "Other than Circa" circus, I have a question/confession.

I'm not a circafied guy. I'm still on my old Harvard/Bound Notebook system that I love. But I also love the idea of making my own, only paying for paper. Still have hopes to build a circa Harvard replacement. But the Notebook is where my question lies.

My bound notebook of choice is the Lee Valley Log book. I have 5 - two full, two empty, and one in progress. I do all my sermon and Sunday school research in these. Genealogy stuff lands there too. I also do some project sketches and planning there as well. Notes of all kinds. I number the pages as I go. I build an index/TOC at the back. I can pull any and find what I need. I plan on keeping them as long as I can.

So, what's a good archival methodology for Circa? I'm envisioning large rings in some folder or large binder. But how many? The idea of constantly having to buy more rings to archive, or else moving ~200 pages is enough to make me shy away. The ease of placing the finished book on the shelf is compelling. I finish one a year, on average. So the pain of moving pages or adding discs is not that frequent, but enough to cause me to shudder. But the DIY*Guy in me likes the idea.

After moving, whether consolidating to a larger volume or multi-volumes, there's the index. Progressively paginate? Collate TOCs to end?

So, suggestions? I may become a Circa borg yet, especially if I land at the Boston store soon.


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How about...

if you use a cover -- like a Levenger (Zip) Folio -- then all you have to do is remove the insert, put it on a shelf, and insert a blank one.

Contrarywise, you should be able to just remove the cover from the discs of a Circa-fied book, replace it with a cover for archiving, and then fill the "working" cover with blank paper.

Think of it like a 3-ring binder where you can remove the ring mechanism from the outer cover.
"I think the surest sign that there is intelligent life out there in the universe is that none of it has tried to contact us." (Calvin and Hobbes/Bill Waterson)


That's something like what I've had in mind. That or hacking up some poly folders with circa discs in the spine. A couple of follow up questions:

1) Rate the difficulty of moving ~200 classic sized pages from one set of rings to another. 1-10, 10 being excruciating.

2) What's the rough page count on a disc? Levenger says ~200 on a 1.5". Can you easily get that count on smaller sizes?

That would be nice. Currently, my 180 page notebook is about .5" or less.

And I guess there's always this.

-- Coffee and Books, the pleasures of life


1: I'd say maybe a 3 or a 4
Ever work with GBC-type comb binding ? Maybe a bit better than juggling that. You are best to remove/place pages in smaller groups (like 10 pages)

2: (from Rollabinders are designed to bind a specific amount of paper:

Small bind up to 1/4"
Medium bind up to 1/2"
Large bind up to 3/4"
Jumbo bind up to 1"

Also, here at DIYPlanner we have the Rollabind/Circa Disc Size Chart

So it depends on the thickness of paper. Based on the info given, you could chop the pages out of your current notebook and Circa-fy them using (Rollabind Medium/Circa Standard) discs.
"I think the surest sign that there is intelligent life out there in the universe is that none of it has tried to contact us." (Calvin and Hobbes/Bill Waterson)

What ygor said...

But what's really odd, is that just yesterday, I was looking at some of my small collection of Rollabind notebooks, and thinking about how well it will expand to fit everything as I go. I don't have many super-thick notebooks--at least not yet, but I know I will. Right now, this is what some look like on my shelf. LINK

As ygor said, think of changing a 3-ring notebook, but keeping the rings, while changing the book. ;-) As you can see, I'm using special covers that cover the binding, where I can write. You can find several posts here, and images on flickr that show more detail. In fact, I believe that Rollabind used to sell such things prepunched and folded, in plastic.

In any case, you may or may not be better served with Rolla/Circa. It is something to consider--especially if you are happy with your current setup.



Good looking setup. That's something of what I was thinking. And why can't we, on the other side of the pond, find those heavy-duty 3-ringers with the hole? All my Euro and Euro-educated profs in seminary had them. They looked indestructible in comparison to what's generally available here.

But, all in all, I'm torn. I really like the idea of having a circa-based small, moleskine like notebook. I add something, say related to a sermon. I can pull it and place it where I'm actually writing/prepping the sermon in the main notebook. Much easier than what I have now. For example, I do most of my sermon perp in my LogBook. I did, however, develop the opening story idea elsewhere in a pocket moleskine. So, the two connected writings are really disconnected. I like the portability of the circa systems, but I'm trying to figure out all the "How's" before I dive in. At least I'm ready with the punches ;-)

-- Coffee and Books, the pleasures of life

not all at once

I too have multiple projects going in one notebook and I find that a wonderful part of the Circa system. As tasks, notes, and records fall out of my immediate-carry-everywhere notebook, I put it in a separate Circa notebook just for that topic. Instead of moving a bunch of pages all at once I’m really only moving a few at a time as I need to. So my archives are really just my project notebooks. One of the great things is that I don’t have to archive the information just because the notebook gets full, instead I archive once I don’t need it anymore, and, if I do wind up needing it again, I can just put it back into my active notebook. Also, if I’m going somewhere, like on a writer’s retreat, I can bring my whole project notebook and I don’t have all the stuff relating to home organization, health, work, Bible study, etc. interleaved with it. I have to admit that at work I just put the old stuff in file folders which is less optimal as the smurfs catch on each other, but, when properly stapled, it still works well enough.

I haven’t figured out a good way to do a TOC, but I’m sure it would help if I did. Right now I just put things behind abstractly labeled tab dividers or put a post it tab on the page itself and plan to spend some time searching for what I need.

I hope this helps.

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Here are a few thoughts.

I have things I archive for a month and no more. I stick them on a separate set of rings for that month, and when the month is over I take them off the rings and rubber-band them. After six months or so they go in the round file.

You could pick up one of those long-armed industrial staplers. When it's time to archive your book, staple the whole brick and remove the rings entirely. Then put your stapled bundle on the shelf.

You could archive them on a set of rings for a year (or whatever) and take them off the rings later and hold them together with a clip or staples or rubber bands or whatever floats your boat.

Personally, I bought enough discs that I don't worry about permanent vs temporary books. I've got hundreds left over in every size, so I've got time to worry about it later. :) At about 10-15 cents a disc, it's a few bucks of discs in some plastic tackle boxes, but I also use them for kid toys from time to time. My son calls them earrings because they look like Mr. Potato-Head's pirate earrings (sans hole for the earlobe).

I rather like having spares, though you don't *have* to have as many as I have. It's nice to be in a position of abundance rather than scarcity from time to time. Do you really want to spend your time and effort thinking about how to deal with a scarcity of 10-cent discs? Especially when they're endlessly reusable?

Anyway, there are lots of great ways to deal with your issue. I have enough discs that I have project folders set up for a few strong topics (3 work topics, 1 personal topic, and a month of daily pages, and several other special-purpose books). I have a main scratch pad I use to write anything down as well as my standard calendar. When I have made notes on the scratch pad for a particular topic, it gets moved to the project folder (which also has discs so stuff doesn't fall out). When the project is complete, I retrieve the discs and file the folder in my file cabinet until the statute of limitations runs out. The discs can then be reused for some other project.

Anyway, consider the lowly staple. Do you have a scarcity of staples, or do you have a box of 1000 or more just waiting for the day when your stapler is empty? Do you have just a few sheets of paper around, or do you have a few reams in your closet so you never run out?



Shris and LisaPT,

Thanks. Perspective helps. I would, likely, shuffle off hunks at a time, not the whole thing. I'll just have to think more about it. My first try will be the notebook of sermon outlines I have circified for the pulpit. I'll offload them to shelf, labeled, something like jonglass had photoed.

Off to think, plan, and decide.


-- Coffee and Books, the pleasures of life

chronological notes or not?

I'm seeing this topic a little late... One thing this boils down to is the question: do you want these notes to be strictly chronological or do you need the ability to shuffle things around? For things like a journal, I'd say a bound notebook is a good way to go. But for what I do, Circa is a great thing. I'll tell you how I use it.

I have a Circa notebook with 1 inch rings as my planner. I've got all kinds of things in there: calendar, address book, ideas, notes on books, lists of books & movies I want to watch, journal entries if they are things I think about when I'm out and about. When I get home, I can move the pages from my planner to the right notebook. One example: right now I have one notebook with the journal entries, book notes, and ideas. If any section gets too large, I can take it out, ten pages or so at a time, and put it in its own notebook.

I'd recommend trying out the Circa system, maybe by getting a starter set. If you decide you like it, get some discs, some covers, paper, and a hole punch.


Already halfway there...

I've got everything I need to test this one. The attraction of circa is, as I write about a single topic/theme in disparate places, I can reconnect them. I would then file them based on subject. My planners are just kinda hanging out now. They have nothing terribly interesting therein.

Thanks though. Maybe I'll have to give my log book a rest and throw in a circa classic sized. All I need now is 24# paper lined in landscape!

-- Coffee and Books, the pleasures of life