Question

Like many of you, I have to deal with a large amount of files: source code, binary downloads, spreadsheets, pdf’s, word docs, images, note files, quick scripts, and more.

These files can fall into many categories:

• Temporary files that should eventually be deleted
• Important or useful references files that should be archived
• Files tied to specific projects at a specific employer
• General employer documents such as holiday schedules, healthcare plans, travel request forms, etc
• Professional documents not tied to any specific employer
• Side projects
• Personal documents (taxes, important receipts, notes, etc)

I’d like to avoid huge folder hierarchies, especially for the files I access via commandline on a frequent basis

For archived files, an indexed, tag-based categorization system would seem to be a better fit than the folder approach.

Are there any recommended tools or systems for managing files effectively? I’m considering turning my Downloads folder into a sort of ‘Inbox’ and taking a GTD approach. Also, programs like Hazel might be able to help.

My focus is on Mac software, but I’m interested in hearing all approaches.

What folder structures, systems, and tools do you use to manage your files?

Answer 1

I go for the deep hierarchy approach. The biggest problem was my email archive, where many messages needed more than one classification, but could only be stored in one place. We got migrated to Notes, which means that long-term memory is lost – I hate that.

I try to keep stuff organized by projects – in the loosest sense of the term. I have top-level directories like:

• bin – executable commands
• inc – headers (I program in C a lot)
• lib – libraries (with sub-directories for the source of different libraries)
• src – main source archive (a myriad sub-directories, some two or three levels deep, ignoring artefacts like RCS sub-directories)
• etc – mainly configuration files and associated scripts
• tmp – nominally temporary files (the oldest resident has passed the decade mark, but that was imported from elsewhere; the oldest residents I created or downloaded date from late 2000)

I then have a miscellany of semi-purposeful sub-directories, such as:

• work – laden with sub-directories related to work
• pdf – full of PDF files in sub-directories
• papers – full of non-PDF file
• doc – more documentation (need to work on this bit)

Since this machine is physically 1500 miles from me, and is running Solaris 10, I’m not sure how I’d use a tool such as Google Desktop to manage it.

On the Windows laptop I use, I have a C:\Filing Cabinet\ directory which has a hierarchy of sub-directories under it. I don’t like the way Windows scatters my files around; I much prefer to be in charge of scattering my own files around the way I want to.

My Mac at home parallels my main work machine – minus the work-specific stuff.