Use only the statuses that change what you do next, and remove any label that merely describes mood or importance.

Put it into practice

Try a reference from a current project. Use only the statuses that change what you do next, and remove any label that merely describes mood or importance. Leave a note about what you changed and why.

Choose what to do

Structure only where it changes retrieval
NeedLightest structureWarning sign
What to tryUse only the statuses that change what you do next, and remove any label that merely describes mood or importance.Record whether the item stays, changes, or goes, and why.
Stable boundaryCollection or folderThe same item needs many homes
Cross-cutting traitTagTwo tags mean the same thing
Temporary stateStatusThe state never changes an action

What the source supports

Work through one real item

Work through one real item

  1. Step 1

    Start with the retrieval moment.

  2. Step 2

    Choose one stable boundary.

  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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