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Documents management - morfizm

Feb. 9th, 2011 12:21 pm Documents management

I'll share my solution for avoiding mess in documents and notes. I've been using it for years, and it works very well. Actually, I won't talk about the entire solution, but only one key idea, that I believe can be useful in many applications.

The key idea is a combination of (a) and (b).

(a) to have a managed structure for documents. E.g. certain directories where you put them, rules for naming, classifiers, hierarchies, procedures (habits) for reviewing lists, and so on.
(b) every time you see a document in a wrong place - delete it without looking, pretend this document didn't exist.

The latter is hard (psychologically) to begin, and you'll likely lose important documents and will have to re-do some work when you're just starting to apply this principle, but it's incredibly effective, and will cause overall productivity improvement when used consistently. Long-term psychological effect is that every time you feel the document is important, you'll file it properly, it will be a no-brainer (because otherwise it will get deleted).

For transition period you can move all existing stuff into some unorganized pile, but under certain root directory, and search/pull documents from it on "as needed" basis, as you start developing a new well-managed structure.

4 comments - Leave a commentPrevious Entry Share Next Entry


Date:February 9th, 2011 08:30 pm (UTC)
(2) is especially good if your documents are backed up. then if your document turned out to be *really* important you can take a pain of finding it in backups (and then moving to proper location).
Date:February 9th, 2011 08:40 pm (UTC)
Good point. I used to have a good backup system, and kinda assumed having daily/weekly/monthly backups is something natural and implied.
Date:February 9th, 2011 09:07 pm (UTC)
только не delete, а "В корзину" -- не шоковая терапия, а условный рефлекс.
Date:February 10th, 2011 01:23 am (UTC)
"В корзину" - слишком лёгкое восстановление, куда лучше восстанвливать из бэкапа. Я видел людей, которые хранили важные документы (в том числе и) в корзине и регулярно в ней рылись. Это очень грустное зрелище, на самом деле.