Use folders for stable boundaries and tags for traits that can cross those boundaries.
Put it into practice
Use a case you can check today. Use folders for stable boundaries and tags for traits that can cross those boundaries. Keep the before and after states so the decision can be reviewed.
Make the decision visible
| Need | Lightest structure | Warning sign |
|---|---|---|
| This article's rule | Use folders for stable boundaries and tags for traits that can cross those boundaries. | Record whether the item stays, changes, or goes, and why. |
| Stable boundary | Collection or folder | The same item needs many homes |
| Cross-cutting trait | Tag | Two tags mean the same thing |
| Temporary state | Status | The state never changes an action |
Work through one real item
- Apply this page's criterion to one current item.
- Start with the retrieval moment.
- Choose one stable boundary.
- Add only terms you can define.
- Test the structure with known items.
Check the result
- The record separates the observed result from what you expected to find.
- Each field changes search or action.
- Names make sense without private shorthand.
- Duplicates have one canonical record.
- Finished work leaves active views.
Know the limit
More structure raises maintenance cost. Stop adding fields when search already returns the right item and the next action is clear.
Sources reviewed
- 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.
- Searching to Eliminate Personal Information ManagementMicrosoft Research · January 2006 · 2026-08-23 · Search can reduce filing work when retrieval uses remembered context and content.
