File Management
Backup
Pay for the cloud backup solution that is relevant to your ecosystem (e.g., iCloud, OneDrive, Google Drive) and use it.
Buy the family plan and share it with your less tech-savvy family members.
NOTE
If you are tech-savvy and have the time, go ahead and roll your own.
Housekeeping
Schedule a time to organize files in your desktop and downloads folder by moving them to your preferred location.
This would ideally be a location that is synced to the cloud.
Naming
Prefix files with YYYY-MM-DD - to ensure they can be sorted chronologically.
For example: 2026-01-01 - Title.docx.
NOTE
Sometimes files can lose their created date metadata when syncing between systems, but the filename is likely resilient.
Organization
Prefer search over folders.
I recommend organizing files in a flat structure first, and seeing which patterns emerge before creating folders.
WARNING
Premature organization can lead to unnecessary or counterproductive folder structures.
TIP
You should always prefer search over folders. Folders and categories will eventually break down due to overlap and ambiguity.
Portability
Use file formats and tools that are widely supported so they can be opened on any operating system and device, and so they are easily exportable if you decide to switch tools or platforms.
Related
Versioning
There is a set of tools called "version control" or "source control" systems. These tools provide ways to track changes to files over time, collaborate with others, and revert to previous versions if needed.
These are generally used by software developers, but can be useful for other types of files as well.
TIP
If you find yourself renaming files with version numbers (e.g., document_v1, document_v2, etc.) or making frequent copies of files to track changes, consider using a version control system instead. This will provide a more organized way to manage file versions.