Bento - nice, easy-to-use database for the Mac platform

I've been searching for a relatively simple to maintain and flexible database for my iMac and MacBook to track all of my digital files collecting on my hard drive. These files are organized in folders by record type and number sequentially. The filename includes the sequential number code and descriptive name. I could search using the Mac Finder for information, but I don't have an easy place to maintain the associated information for the records, like the source citation, detailed descriptions of the records, date accessed, surnames included, etc.

I've tried several systems to track this, starting with spreadsheets in Excel, OpenOffice, and iWorks, but spreadsheets don't provide the utility of a real database. I tried Circus Ponies Notebook last year. That is a very nice note-taking utility with some excellent indexing and search features, but it isn't designed for structured data as much as free-form data and clippings. I entered all of my digital records data in Notebook and used it for several months. It was just too cumbersome for maintaining the structured data I needed for each record.

A while ago I tried a Mac database called Bento from FileMaker. Version 1.0 was interesting, but missing some key features. After playing with it for a while, I shelved it and tried other products. Version 2.0 was released and I didn't think it was sufficiently improved to try again. However, FileMaker recently came out with Version 3.0 for Snow Leopard along with a version for the iPod Touch and iPhone that caught my attention. I bought the upgrade and was suitably impressed.

Not only does Bento automatically read and include iPhoto, iCal, and Address book records, but you can use these records in other databases you create. Bento is a relational database with much of the relational functionality hidden from the user. Enough is exposed to make it useful, though. You can create multiple databases (called Libraries in Bento) and relate records between them. I've created a Respository Library, a Source Files Library, and a Research Log Library. My Source Files Library is the master record for each source item (digitzed record, photo, etc.) with a link to the iPhoto item or actual file on the hard drive and a field with the full formatted source citation. The Research Log Library is a line-by-line entry of each search I do and the results. If the result of a search yields an electronic file, I link that Source Files Library record to the Research Log.

I'm trying this process out for a few months to see how it goes. My ultimate goal is to eliminate most of the paper and hard copy logs I keep with everything on my computer and backed up in the cloud somewhere.

By the way, there is an app for the iPod Touch and iPhone that supports two-way synchronization with your Mac-based Bento libraries. That means data you update or enter on the iPhone will be transferred to the sync'd libraries on your Mac whenever you do a (wireless) sync. The only things that don't sync with the iPhone at this time are iPhoto and iCal Bento libraries.

Check out Bento and see what you think.