The quickest way to find a digital file is to search for it by keyword, client, or date. Tags, labels, and other meta data can also help.

But they only work if you know what you’re looking for.

Sometimes, you don’t. The only way to find what you want is to manually browse through your files and notes and hope you get lucky.

It’s worse with paper files.

Unless you have a better filing system. One that allows you to narrow your search to a small segment of “everything”.

I’ve been using Tiago Forte’s PARA method to organize things and there’s a lot I like about it. At it’s simplest, you organize everything according to 4 categories: P is for (current) Projects, A is for Areas (of focus), R is for Resources, and A is for Archive (completed projects, settled cases, things you no longer need).

Since I no longer use a separate task manager, I added one more category: Tasks.

Projects and Archive are easy to understand and maintain, but Areas and Resources often overlap. I’m still working my way through this, but I’ve discovered something else I think might help.

It’s called the Johnny.Decimal system and allows you to classify all your “stuff” using numbers, sort of like the Dewey Decimal system used in libraries (but not as complicated or rigid).

The author says that using this system, you can find anything in no more than 2 clicks, but I’m not so sure. I have a lot of stuff! On the other hand, 3 clicks would be a blessing so I’m giving it a go.

Let me know what you think about the PARA system or the Johnny.Decimal system.