Your Digital Organizing Questions, Answered
Embarking on a new organization system can bring up specific questions and challenges. Here are answers to some of the most common queries we receive about implementing a new method for organizing digital files and improving your workflow.
I have years of unsorted digital files and a backlog of paper to scan. Where do I even start?
The key is to not try to boil the ocean. Do not start by trying to organize the past. Start with today. First, set up your new, simple folder structure (`01_Process`, `Finances`, `Work`, etc.). From this moment forward, every new file that comes in gets handled by the new system using the one-touch rule. This stops the problem from getting worse. Then, dedicate a small, manageable amount of time each week—perhaps 25 minutes every Friday—to tackling the backlog. Create a big folder called “Old_Files_To_Sort” and dump all your old digital chaos into it. During your weekly session, just sort through a small chunk of that folder. For the paper, use a scanner app on your phone and process five documents a day. The slow, steady progress is far more sustainable than a weekend marathon that leads to burnout.
How can I get my family or team to follow the new system?
Buy-in comes from inclusion and ease of use. Instead of imposing a system, design it with them. Ask your family or team what their biggest frustrations are with the current lack of file organization. Frame the new system as a solution to those specific problems. Most importantly, keep it incredibly simple. If filing a document requires navigating through seven sub-folders, no one will use it. Your system should be so intuitive that the path of least resistance is to use it correctly. Lead by example and be consistent. When others see how much easier the system makes your life, they are more likely to adopt it themselves.
What’s the best way to organize sentimental digital files like photos and old videos?
Sentimental files deserve their own special zone, separate from your working files. Create a top-level folder called “Memories” or “Photos.” Within that, the simplest and most future-proof method is to organize by date, not by event. Create folders by year (e.g., `2023`, `2024`), and within those, by month or specific event date (`2023_07_Beach_Vacation`). This chronological approach prevents you from having to remember what you named an event folder years from now. For your absolute favorite photos, create a separate “Favorites” folder with copies of the best-of-the-best from each year. This gives you a curated highlight reel to enjoy without having to sift through thousands of pictures.
My cloud storage is almost full. How can I manage my digital files without paying for more space?
This is where the active vs. archive strategy is critical. Most of your storage is likely being used by files you don’t need daily. Identify large folders of completed projects, old photos, or backups. Purchase an inexpensive external hard drive—they offer a huge amount of storage for a one-time cost. Create an “External_Archive” on this drive and move all those large, old folders there. This will immediately free up a massive amount of your precious cloud storage for active files. Then, schedule a yearly “digital declutter” to go through your remaining cloud files and delete anything that is redundant, outdated, or no longer needed. A lean system is an efficient system.
