Posted by: todd on November 17, 2005 @ 5:01:16 pm
OK, I have been bad. I admit it. Over the last few years I have used 5 different machines and made backups onto various small hard drive’s and DVD’s. The problem is – I’ve reached the limit of space I have available to me, and the limit of what I can manage to remember where everything is and control the version on.
So, in the effort of cleaning house I decided to come up with a system to get my life in order.
First I needed a system to get my physical files in order. I commute for a good portion of the day, and rarely when I get home do I feel like dealing with mail, bills, catalogs, etc. Taking this in mind, and scrapping the various ways I’ve tried in the past I went looking online for a method to help deal with the clutter. The solution that I found is a modification of the Getting Things Done (GTD) system of 43 folders. I use 42 instead. Allow me to explain how this works.
This has been called a “Tickler File” because–if used correctly–the system is a tickle, a constant reminder, of the things that need to be dealt with.
Start by labeling twelve of your folders January – December, then label the remaining thirty folders 2 – 31. Then place the folders in your filing cabinet in calendar format. If for example today is the 17th of November the first folder in our cabinet will be the “17” then 18, 19, 20, etc. finishing the numbers then beginning the month folders with December – 1,2,3,4,5,6,7,etc. January, February, March and so on.
Use is simple. I deal with stuff in the folder corresponding with today’s date, or if I get a bill in the mail today that is not due to be paid until the 30th, I place it in the folder labeled “30”. After I have dealt with everything today, I then move the folder I have emptied and place it behind the “16” folder after December. Every item I receive is either dealt with, deferred to the tickler, put into archive, or trashed. The reason I use 42 rather than 43 folders is that I do not use one labeled “1” as I use the month folder instead.
Now – onto the digital file inventory. I tend to work across multiple machines, and multiple projects. I had to find a solution that dealt with all the different locations and file types that I use. First I cataloged what I have into types of files or functions. I realized I had photos, music, projects ( and associated research, files and other assets) and clients. Music was easy as I use Apple’s iTunes for my music collection.
Then on each computer I use I built the following folder structure:
What methods do you use for file management?
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