Start with a few terms that support real searches, then add a term only after repeated retrieval failures.

Put it into practice

Start with a few familiar references. Start with a few terms that support real searches, then add a term only after repeated retrieval failures. If you still cannot find what you need, change the rule and try again.

Adding a descriptive tag to an item in Zotero.
Example in Zotero. Add a term only when you can explain which references it should help retrieve.Zotero

Choose what to do

Structure only where it changes retrieval
NeedLightest structureWarning sign
What to tryStart with a few terms that support real searches, then add a term only after repeated retrieval failures.Record whether the item stays, changes, or goes, and why.
Stable boundaryCollection or folderYou put the item in many folders
Cross-cutting traitTagTwo tags mean the same thing
Temporary stateStatusThe state never changes an action
Zotero tag selector for filtering the library by topic.
Example in Zotero. Test the vocabulary by filtering a known item, then remove terms that add no value.Zotero

What the source supports

Work through one real item

Work through one real item

  1. Step 1

    Think about how you will search.

  2. Step 2

    Give the folder a clear purpose.

  3. Step 3

    Add only terms you can define.

  4. Step 4

    Test the structure with known items.

Try these steps with your own files. Keep the ones that help you find a reference or decide what to do with it.

Check the result

When to use another approach

Sources reviewed

  1. Design and In-Situ Evaluation of a Mixed-Initiative Approach to Information OrganizationMicrosoft Research · January 2017 · 2026-08-23

    Automation can reduce organization cost when people retain review and correction authority.

  2. Searching to Eliminate Personal Information ManagementMicrosoft Research · January 2006 · 2026-08-23

    Search can reduce filing work when retrieval uses remembered context and content.

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