43 Folders

Back to Work

Merlin’s weekly podcast with Dan Benjamin. We talk about creativity, independence, and making things you love.

Join us via RSS, iTunes, or at 5by5.tv.

”What’s 43 Folders?”
43Folders.com is Merlin Mann’s website about finding the time and attention to do your best creative work.

Tag and Dump styles of File Management

In kind with Todd V's question about file management, I seek the experience of those who have come before.

I'm a graduate student and have found that the sudden increase in the amount and diversity of data that is coming into my computer completely broke (my trust in) my old filing system.

I find myself wishing there were an iTunes-like app for file management, no more spacial metaphors, just all my files with meta-data to group them and arrange them on the fly.

I am a Mac user, a Quicksilver cultist, and an (albeit confused) user of DevonThink Pro. I am considering abandoning the folder structure, and having a dread heap /Documents folder that I access entirely through desktop search technology like QS and Spotlight and organize ad hoc with DT and Smart Folders when I need.

My question is: have any of you implemented a system like this? Will it violently explode in my face? Do you tag? What sorts of tags do you use? Any advice on this sort of system would be greatly appreciated.

piminnowcheez's picture

Indeed, Yojimbo sucks

Actually, I say that mostly because I'm mad at the moment about its imaginary .Mac syncing. In general, I like Yojimbo for what I use it for (more on that in a sec) but its big selling point for me was .Mac syncing. In fact, .Mac's big selling point for me was Yojimbo syncing. I'm a person of what you might call "professorial" temperament (read: absent-minded as all hell) and manage my informational life between 2 computers, at work and at home. Having the same resources available on both ends is very important to me, which is why paying $100 just to have calendars and addresses always the same on both ends didn't seem altogether unreasonable to me. Keeping other important info, via Yojimbo, in constant sync would be a huge boon, if only it actually worked.

I've never once been able to sync my Yojimbo items between the two computers.

Other than that one (big) thing, Yojimbo has all the qualities that you'd want in a tag-n-drop brain substitute. Easy in, easy tagging, easy out. And reasonably pretty to look at.

Fwiw, I got on the tag-n-drop bandwagon about 6 months ago, and a mixed system is working well for me. For the most part, I dump everything into a few folders (for instance, documents for documents, "notes" for text files with information I'll want later, or want to be able to append via Quicksilver, etc) and use Hazel and Default Folder X to help enforce tagging practices. Yojimbo I use for special classes of items; mostly smallish things that I know for sure I'll need sooner or later, like account/registration/license/password kinds of things. There's no real reason I couldn't use my roll-your-own system for this stuff, and actually there is some redundancy (a good thing, I think) but the separation helps me adhere to good practices.

Based on my experience, I endorse a mixed hierarchical/tag-n-drop system. The problem with hierarchical systems is that they force you to make a bunch of decisions that you might regret later. But sometimes, these decisions are overwhelmingly obvious. Tag-n-Drop gets you free of this obligation, but using folder hierarchies where they're clearly indicated helps with visual/mental clutter and doesn't cost anything. For instance, in "Documents," I'm mostly wild-west open spaces, but I do have a couple of subfolders, like "webreceipts," because I've got a bunch of the goddam things, and I'll never want to look at them unless I need them, so why bother with the extra clutter if ever I need to browse the various and sundry other things in "Documents?"

As long as I'm writing the longest-ever 43f comment, let me also mention that for me, Path Finder has been essential to making this mixed system work: viewing lists of files while being able to preview their contents is the key.

I have a copy of DevonThink Personal, but I'll be damned if I can figure out what special thing it's supposed to do for me. If anybody has suggestions about that, I'm all ears.

 
EXPLORE 43Folders THE GOOD STUFF

Popular
Today

Popular
Classics

An Oblique Strategy:
Honor thy error as a hidden intention


STAY IN THE LOOP:

Subscribe with Google Reader

Subscribe on Netvibes

Add to Technorati Favorites

Subscribe on Pageflakes

Add RSS feed

The Podcast Feed

Cranking

Merlin used to crank. He’s not cranking any more.

This is an essay about family, priorities, and Shakey’s Pizza, and it’s probably the best thing he’s written. »

Scared Shitless

Merlin’s scared. You’re scared. Everybody is scared.

This is the video of Merlin’s keynote at Webstock 2011. The one where he cried. You should watch it. »