Digital Organization: Part 1 - Taming the Clamoring and Unruly Beast

Once Upon a Giant, Snarling Collection...

We creatives tend to be collectors.  After all, collecting is a common consequence of having a passion.  We collect tools, ideas, materials, and more, in preparation of creating.  Our collections inspire us while connecting us to things we enjoy, to our lives, and to each other.  But sometimes, our collections are more like unruly beasts, clamoring to be tamed.

While many of us regularly prevail over our physical collections, the idea of taming our digital beasts fills our hearts with terror and makes our palms sweat.  And, I don't have to tell you that sweaty palms and electricity aren't a good mix.  So, that is why we're devoting a series of posts to digital organization (well, the sweaty palms and because our friend Tiffany suggested it -- thanks again Tiffany!).

Taming the Beast:  A Quick Overview

Organization projects usually start with gathering up a collection -- the stuff to sort and organize.  Then, they move on to sorting and containing (in a box, on a shelf, in a file folder, etc.) in a way that makes it easy to retrieve and use pieces of the collection.  This is true for digital organization, as well.  Therefore, our series of posts on the subject will focus on the following:

• This post:  Gathering and high-level sorting.
• The next post:  Reducing the groups (or refined sorting) into workable categories and containing those groups.
• The last post: Developing a system (in terms of scheme and tools) to make it easy to access your data.

In addition, I'll be taming my own digital beast in the process and will share my ideas and thought process as I go.  Please feel free to share your own ideas and thoughts, too!

Calling All Beasts, Calling All Beasts

Just like a physical collection, start taming the beast by gathering up the entire data collection (data only -- no programs!).  Unlike a physical collection, make a backup (or copy) so that there is a way to recover from mistakes.

EXAMPLE:

• Create a single folder on the Desktop named Digital Beast.
• Move everything to organize into Digital Beast.
• Create a backup (to an external drive, a DVD, a CD, etc.).

Next, sort the collection into three groups:  Items used often, items used seldom, and items never used.  Move the seldom and never used items into a new folder called archive.  Move items used often into a folder called active.  Then, make another pass at these two groups, moving elements as appropriate.  Finally, create another backup.

TIP: Check to be sure that the backups are viable (that you can access/read files on the backups).

Once you have viable backups consider deleting the archive folder from the computer desktop.  After all, you have a viable archive in the form of a backup (two backups, actually).  However, don't feel pressured to delete the archive.  Only delete the folder if keeping it takes up valuable space and memory (or it just bugs you by being there).  It's completely up to you.

Some Thoughts on the Taming Art

~ For some, this little bit of organization will be enough.  This initial weeding of unused and seldom used files will leave a set of data that is manageable.  For others, you'll benefit from the next two posts devoted to further categorization and structure.

~ My collection (please see list, below) is big and worthy of a closer look as we focus on categorization, containment, and retrieval.  So, expect a good look at my beast next week.

~ Personally, I have deleted my archive from my computer's desktop.  My archive is stored on both an external hard drive and within a collection of DVDs (both at my home and off site).  So, I'm covered in terms of disaster recovery.

~ I don't have an active folder either because I prefer a very flat file structure (few nested folders).  Instead, my active folder is virtual and my active collection is huddled together on the right half of my computer's desktop.  Since I don't have a lot of folders in my collection, my desktop is suitably manageable for me.

~ Remember:  Save early, save often -- or in this case, backups are our friends.

~ Finally, don't be afraid of digital organization (or Digital Asset Management, as they call it in the real world).  These beasts really are something that can be tamed...I promise.