Make a file system you can actually use

Start with the files you look for

A useful file system reflects the questions you ask yourself: where did I save the receipt, which draft is current, and what should I keep for later? Begin with a few broad folders such as Personal, Projects, and Reference. Add a subfolder only when you have enough related files to make it useful. A structure with many tiny categories can be harder to remember than a short list that matches your routines.

Worked example: suppose you are planning a home craft project and have notes, a sketch, and reference pictures. Put them in Projects/Craft table, then name the files with a shared phrase and a clear purpose: craft-table-notes, craft-table-sketch, and craft-table-reference. If there are several versions, add a simple sequence such as v1 and v2. This makes the relationship visible without relying on a date or a vague name like final-final. Keep personal information out of filenames when a neutral description will do.

Practice a naming routine

Consistency matters more than finding a perfect naming system. Choose a readable pattern, apply it to a small group, and see whether you can predict where a file belongs. Before moving or deleting anything important, confirm that you have a safe copy and understand how your device handles it. Use built-in help for unfamiliar storage or backup settings; different apps can behave differently.

1. Find five files you often need and note the words you would naturally search for.
2. Create no more than three broad folders that match those uses.
3. Rename copies of two related files with a shared project phrase and distinct purpose.
4. Search for each file using your chosen words, then adjust the pattern if the result is unclear.