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When it comes to getting data into your databases, there are two fundamental methods to consider: importing and indexing. Import Importing copies files into the internal structure of the database. This creates a portable, self-contained database that can be moved as a single file. This is the default behavior of DEVONthink. When you drag-and-drop files or choose File > Import > Files and Folders, files are copied. This does leave the originals in the Finder, which you can choose to keep or delete. But note there is no connection between the files any longer. Editing the file in the Finder after importing has no effect on the file in the database, as the database has a copy of it. If you want to access and edit the files, do so from inside DEVONthink. If you hold the ⌘ Command key when you drag into DEVONthink, the file will be moved, not copied, into the database. If you are using File > Import > Files and Folders, you can click the Options button and enable Move Originals to Trash. Index Creates links to files outside the database. This allows more direct access to the files in the Finder by other applications or people. A common example is people using a cloud service like Dropbox and indexing folders in the local Dropbox folders. DEVONthink indexes the content and metadata for use with classification and other content-related functions, just as it does with imported items. Finder files and folders can be indexed using File > Index. You can also hold ⌥⌘ while dragging and dropping into your database. When you do, you will see a curved arrow indicating the items will be indexed. While indexing may seem like an obvious choice, you should carefully consider if it's the best option: Indexing is best used on fairly static locations, i.e., you are not moving the items around in the Finder and renaming them. However, if you do index a location, you can update it in the database and it will change to reflect the changes in the Finder. Updating can be done by opening an indexed group in the database, or selecting one and choosing File > Update Indexed Items. You should only index local data, e.g., on the local hard drive or connected drives. DEVONthink doesn't support indexing data that resides only in the cloud. While indexing doesn't copy the contents of the files, the full text of text-based is stored. This can still take up a considerable amount of space. Lastly, if you are indexing content and want to sync the databases between devices, please review the Indexing and Sync section. Due to the flexibility of DEVONthink, it's possible to have a database containing both imported and indexed files.
Note: While DEVONthink can handle large amounts of data, it is inadvisable to import or index uncurated data, like entire hard drives or your Home directory. You should be judicious in what you put into your databases.