Build a Better Computer Filing System
Your computer has lots of files — especially if you’re a digital pack rat. How then to keep them organized? You’re not a librarian, so aim for the minimally effective system and value simplicity over all else.
I recommend dividing your digital files into two, broad categories: projects, and reference. Within those two mega folders, stick to a basic A-Z filing system. Don’t try to get fancy, it isn’t worth the time.
The projects folder is for stuff you’re currently working on. It should contain only files that will be modified and the materials needed to make those modifications. For example, my projects folder currently has a folder for each of my websites, my writing, my financial documents, and miscellaneous others.
Reference is for completed projects, and (obviously) reference materials. If it’s only going to be read and not modified, it gets dumped in ‘reference’. My reference folder contains manuals, program documentation, educational records, and previous organizational client records.
As much as possible, do not go more than a folder or two in depth from the projects and filing cabinet. Unless you have an extreme need, don’t try and use endlessly nested subfolders as an organizational system. Why?
It’s the 2000s! This is the future! Sorting files is for old people. Let go and have the computer help you. Between quicksilver and spotlight you should hardly ever need to look at the underlying file structure.
If you’re on a Windows computer, do yourself a favor and buy an Apple. Searching for files on Windows is slightly slower than flipping through a card catalog (wikipedia link for the youngsters who’ve never seen one). The best you can hope for to help you on windows is google desktop.
So go ahead, grab all your disparate files and sort them into your projects and your reference material to simplify your filing system.
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Header photograph by D’Arcy Norman
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>>>Searching for files on Windows is slightly slower than flipping through a card catalog. The best you can hope for to help you on windows is google desktop.
You could also use Windows Vista, which uses a modern, fast indexing system.
Grey,
I totally agree with you about not bothering with a hierarchical file system on the computer (unless you already have one and it’s a no brainer to use). Whenever there’s a moment’s hesitation about where to file something, you’ll probably have trouble finding it again. So just search for it. No problem.
Also, I just bought a Mac Book after years in the PC world. Happy to be back!
I have to agree with the two separate domains (Active vs. Reference), though I think it is possible to have the Active side include—in addition to Projects—other separate folders (e.g. Next Actions, Reading, Inbox, Tickler, Someday-Maybe, etc.) But that initial distinction is critical and totally changes the way you start seeing and using your computer. It’s also way easier to pull off an a Mac.
Windows = Garbage
Mac < Garbage
Google Desktop = Waste of System Resources
Indexing Service = Waste of Hardware Life
Linux = Awesome; if you do not like the way it behaves, change it. Good luck changing it on Windows (which is actually possible, just annoying), and if you want to change the way a Mac behaves beyond its visual realm… Well, you might have better luck cutting down a 150-foot oak tree with a plastic spoon.
Your headline seemed to promise an answer to my question of how to create a better filing system for my computer files. However, your answer just turned out to be “buy an apple” instead of actually providing any useful information about my query. I have to say, I was more than a little disappointed.
“If you’re on a Windows computer, do yourself a favor and buy an Apple.”
Apple is the company. What you want to buy is a Mac.