This is the second post in a series entitled “How to Defeat Your Digital Mess Forever“.
Many people use software such as DevonThink to manage their documents. It’s a good system, but for me, it lacks two things:
- It doesn’t handle all my files, such as Word documents, Keynote presentations and other file types well.
- Third-party software independence.
In accordance with GTD, I like to have a comprehensive system that’s cross-platform and can live independently from software such as DevonThink.
While a system with DevonThink will work for many of you, I’m sure some of you out there will value a more flexible, portable system.
Here’s my filing system, using just Mac OS X and Quicksilver, and optionally, Leap.
The System
Single Alpha System
I have hanging folders for each letter of the alphabet as my physical storage system. I find this system works extremely well, as far as retrieval is concerned. There’s a maximum of 26 places I can look for in the worst case, usually you can narrow it down to 3 or 4.
It takes 10 minutes to make but is extremely easy to navigate as you’ll see.
This system resides within a Reference folder. This folder practically holds my entire life.
Filing Stuff
This is where Quicksilver comes into play. Quicksilver can be described as a launcher for Mac OS X, but it basically provides instant access to a lot of functionality and interaction with files. You can get it at Blacktree Software.
Let’s take a typical scenario:
You have file that’s landed in your inbox, either by downloading it from the internet, an email attachment, or a direct PDF scan from your scanner. Here, I have an eBook version of George Orwell’s 1984.
I want to achieve the following: Put the file into my system in a folder named “eBooks”.
Two problems arise:
- The folder eBooks doesn’t exist yet.
- Conventionally moving a file is a pain in the backside.
With Quicksilver, it’s easy:
- Highlight the file with your mouse (click once).
- Invoke Quicksilver.
- Type “E” to go to your “E” folder.
- Press Tab, and type “N” to select the “New Folder” command.
- Press Tab again, and type “eBooks”, and Enter to create the folder.
- Now type Command+G to drop your highlighted file into Quicksilver.
- Press Tab, and type “M” to choose the “Move to…” command.
- Press Tab and type “E” to go to the E-Folder.
- Use the arrow keys to drill down to the “eBooks” folder, and hit Enter.
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While the instructions seem lengthy, once you get used to it you’ll find it extremely fast and comfortable to do. The last two steps are necessary because Quicksilver will not have indexed your newly created folder yet, so you have to manually drill down. No big deal.
Retrieval
Finding a file is extremely simple, thanks to Mac OS X and the OCR software included with most scanners these days, including the Fujitsu ScanSnap. Since the files are simply living as normal files within the OS, Spotlight search finds them with ease.
Hmm… I had that cool novel about Big Brother… what was it called?
Ah, there it is!
That’s my portable filing system. It’s flexible, cross-platform, and I can whack all my files on a thumb drive and walk to Windows as well.
I have tried a system like this, but it falls apart for me when I want to see a group of files in a couple of different contexts. Take your ebook example. Let’s say that the file is one I received from a friend who recommended I read it. I’d like to indicate that the book is an ebook, and also a recommended read. In fact, it was recommended by my friend Alice. Later, I decide to use the book in a paper, and I’d like to keep all of the cited works for the paper in one folder for easy reference.
There’s an application called Fresh (same guys who make Yep) that lets you tag files, and OS X has tagging support via Spotlight, but neither is cross-platform.
I haven’t found a solution that allows for faceted browsing cross platform, yet.
Posted by Ben on August 21st, 2009.
@Ben, I agree that tags need better support in Mac OS X. It should be as simple as, and included in, the process to name and save a file.
@Arjun, I’m glad I found your blog again! I like this series in that you focus on only the necessary elements. I’m looking forward to upcoming posts.
Posted by Jay Robinson on August 21st, 2009.
Arjun,
I am curious about your organisation. How do you differentiate data storage in ‘Active Projects’ and ‘References’, as is evident from your screenshot? Not just storage, but also how does your workflow function, for me to better understand this post?
Posted by Rohit on August 21st, 2009.
I use Yep for my documents. Ive got a dropbox folder called yep_inbox.
I can dump to there from windows and mac.
From it i use Yep to tag and move documents around.
I dont follow GTD to the letter.. I use things and EVERnote for that. Its cross platform so it works for me. Since evernote exports to html and PDF, it has an escape route.
Posted by Joe C on August 21st, 2009.
@Ben
I tried several tagging systems and of course, this is a problem I am very aware of myself. I did however settle on filing it in an alphabetical system for two reasons:
That way, I can be independent from any additional software, and it works for me.
@Jay
Thanks, I’m looking forward to your comments again! It’s been a long hiatus, and I’ve finally found the time again to write.
@Joe C
That sounds like a good system, and you’ve kept your options open by looking for export options. I personally prefer the independence from third-party software though if I can solve a problem using the tools in the OS.
Thanks for all the comments, guys!
Posted by Arjun on August 23rd, 2009.
As for file tagging, you might want to look at the tagging feature of QuickSilver. It places your keywords with a prefix (usually &) in the comments of the file. Once again, Spotlight will find all files with a certain tag for you.
Posted by Jeroen Sangers on August 23rd, 2009.
This seems cumbersome to me. If you’re going to use search, why subdivide by notional name? Surely just a “reference” folder would do?
Posted by Jonathan Barrett on August 25th, 2009.