Two things your digital filing system must have

In the previous two posts, I've written about the importance of using a digital filing system...

For a few reasons.

💰Not having a filing system costs you time and money (read here).

♻️You can't recycle and repurpose what you can't find (read here).

So, the two previous posts resonate with you and you think, "Ah, I need to get some things in order!"

What does your filing system need? 

And how do you create one?

In this post, I'll outline two "must haves" for every filing system.

Disclaimer: it's easier said than done

I’ll shoot straight with you.  It’s not easy.

In the Amplify book, I provide more detail on how I began using templates to write grants and generate funding requests for a nonprofit where I worked (see chapter 29). 

As Beth and I began working together, she suggested, “I can knock that out for you— fast. Let me handle it while you focus more on creating new stuff.”

I gave her access to all of my Dropbox files (which is also part of my current filing system), only to receive some of the same pushback I previously dished-out to others: “I can’t find anything,” she said.

“Oh, here it is,” I replied. 

I quickly made a few clicks of my mouse, hopped from one folder to another, and realized, “My filing system makes sense to me, but it doesn’t make sense to the average user— in this case, my wife!— who stumbles upon it.”

I know the reasons why you need it, but...

I know all the reasons why you need a good system. And I knew them back then.

For instance, I wrote the book Healthy Hustle in 2 hours on a Tuesday afternoon while my kids bounced around a jump park. I pulled the images from social media posts and the copy from other posts and descriptions I had created for an upcoming video shoot.

Later, as I described in chapter 21 of Amplify, I expanded that book— along with other content— into my Soul Wholeness book, an accompanying video course, and then a multi-week coaching program. 

All of that was possible because of my filing system. I created the resources once, and then had the capacity to continue visiting and revisiting them so that I might adapt them into different forms with minimal effort. 

Again, do you really have a viable system? The true measure...

But… 

… and this is how you really know if you have a filing system or just a hyped-up junk drawer of your best content…

… a filing system only works if other people can come behind you (without you in the room, explaining how to locate things) and find the resources on their own. 

Clearly, when Beth went to look for grant-related content, she bumped into a problem. My filing system— at that time— worked for me, but not for her. And unless it works for others who don’t have instant access to you or your thought process, it’s just a junk drawer.

Bottom line: most filing systems are nothing more than glorified junk drawers.

What makes it a filing system instead of a junk drawer? 

So, let’s fix it. Let’s solve the problem. A filing system includes two things. Yes, it really is this easy.

First, a filing system includes where things go. 

That is, you must clearly outline how you sort your stuff.

I use Dropbox. You can use Google Drive (as some of our clients do), you can work straight from your hard-drive, or you can use a server. It doesn’t matter.

I chose Dropbox, because I can share various folders with specific clients or contractors. (I know, you can do the same with Google Drive, but I was already committed when Google Drive finally burst on the scene, and I don’t prefer Drive’s interface.)

I currently back up everything on Dropbox, using the desktop app and it’s sync feature. That means that if someone steals my computer right now, I’ve lost nothing more than the machine itself. Every bit of content syncs— in real time— to the cloud.  This enables me to work from any of my devices, as well.

My filing structure

I currently have minimal top-level folders in Dropbox: 

📂*Personal 

📂Current = [name of current client]

📂Former 

📂Shared

📂Social media 

📂Writing 

The “*Personal” folder does have an asterisk attached to the title. About a decade ago, I learned that computer software automatically alphabetizes your folders, placing special characters (*!#$%^&, etc.) in a specific order. I decided that I could leverage this function to place things at the top of my file cabinet even if they didn’t merit that position alphabetically. Give them a special character, and you’re golden.

This folder contains a sub-folder for each member of my family, as well as sub-folders for financial matters, legal issues, and housing. If I ever want to know where a tax return is— or the paperwork for one of my kids’ school projects— I know exactly where to go.

The “Current =“ folder contains sub-folders for every current client. (So, for Amplify, I would create a folder labeled “Current = Amplify.”) This helps me find easy access to anything I’m actively developing. 

The “Former” folder contains all of my old stuff. This includes info on past W-2 employers, as well as previous clients. I maintain this folder, because I’ve been pleasantly surprised as to how many people loop back and hire my services in the future.

For instance, I was able to ghost-write a 200-page book in less than 1 week this past year because I had maintained good files on everything I previously produced for a client. Many of the concepts he wanted in the book… well… I had 150+ pages, already edited, in one place.

My “Shared” folder is where I place every folder I’ve shared with a current contractor. This insures I can find anything quickly. And, as you’re not permitted by Dropbox to house “shared” folders inside of other “shared” folders, this keeps all of those on the highest level possible. 

“Social media” is where I file every graphic, text image, and video I’ve posted. As well, I place items here in a separate folder that’s labeled “for future use.” If I need something to post— and can’t think of exactly what I want— I look here and at the sub-folders contained within.

Finally, “Writing” is just what it appears to be. Everything I’ve ever written finds its home here. The top-level folders here include 25+ groupings, all books labeled by their title.

For instance, I have a folder labeled “Soul Wholeness” that houses all of the content for that project. And, another folder labeled “LifeLift” houses everything related to that project. 

I know, that sounds tedious. But, it works for me— and, not only can I find anything I need but anyone working with me can find it as well. (Plus, you’ve got to place this stuff somewhere, anyway. You might as well put it in a location where you can easily find it!)

Not just where things go, but how you label them

Second, a filing system not only includes where things go, it also includes what and how you name things. 

You must find a “naming convention” that definitely works— and sorts itself. These naming conventions need to make sense to anyone who uses them.

My “*Personal folder” includes a few self-explanatory entries, as well as a folder for each person in my family.

My “Writing folder” includes its own folder for each project I’ve written. However, I also include sub-folders for related courses as well as book covers and other graphics. 

Your naming convention can be whatever you decide— but it needs to be consistent.

Remember the Vimeo fiasco I mentioned in a previous post?

My naming convention excludes abbreviations— because everyone abbreviates differently and it’s hard to search for something you can’t actually spell. My naming convention also highlights the date I upload a file. 

Though a filing system needs only the two features above...

📌 1) where things go, and

✏️ 2) what you name them—

... it’s helpful if you create a mechanism that identifies whether you’ve used the resource or not.

This becomes especially relevant when you file blog content and social media posts…

Finally, it must "make sense" to others... 

In order to grow your organization— and amplify your message— beyond your reach, you’ll have to work with and through other people. That means others will need access to your resources.

And, this will only work if you all know where to go.  Again, your filing system can be whatever it needs to be— but someone else needs to be able to look at it behind you and it “make sense” to them-- without much instruction from you...