Don't Pile or File but 'Pile-File' (A great way to store and retrieve documents)

Summary

In this episode, Rob Faner introduces the Pile File system, a hybrid method of document management that combines the best aspects of both filing and piling. Filers are organized but rigid, while pilers are efficient yet messy. The Pile File system stores documents chronologically with index tabs for categorization, allowing for multiple categories per document. It also includes a reminder function to keep track of tasks, inspired by the 'Getting Things Done' method. This approach offers a more flexible, efficient, and easy-to-maintain solution for managing personal documents and tasks.

Takeaways

• 😀 The Pile File is an efficient personal information management system combining the best of both 'piling' and 'filing' approaches.
• 😀 Filers tend to maintain clean desks and follow a structured system, while pilers have messy desks but utilize a system of concentric circles for categorizing documents.
• 😀 Pilers are often more efficient than filers at finding documents quickly, especially when information is recent.
• 😀 Filers spend more time categorizing and filing documents, and can sometimes suffer from 'premature filing', making the system harder to maintain.
• 😀 A well-maintained pile file system stores documents chronologically, with the oldest at the bottom and the most recent on top, making it easy to access up-to-date information.
• 😀 Pile files allow documents to have multiple categories, unlike traditional filing systems, making it easier to retrieve information from different perspectives.
• 😀 Post-it index tabs help categorize documents in a pile file, making it possible to distinguish between categories and versions, like 'draft' and 'final'.
• 😀 The system supports the use of short notes on tabs to further highlight documents and aid in organization.
• 😀 Adding action reminders is possible in the pile file system by marking documents with 'action' tabs to remind users of unfinished business.
• 😀 The Pile File system integrates well with David Allen’s Getting Things Done (GTD) system, which emphasizes capturing and organizing tasks from documents.

Q & A

What is the Pile File system?

The Pile File system is a method of organizing paper documents in chronological order, with the most recent at the top. It combines elements of both filing and piling systems, providing an easy-to-maintain, categorically structured archive with a reminder functionality.

Who developed the concept of filers and pilers, and when?

The concept of filers and pilers was developed by Tom Allen in 1983 while working at MIT.

What are the main differences between filers and pilers in terms of document organization?

Filers maintain a clean, systematic filing system using folders, binders, and tabs, while pilers keep their documents in piles, often on their desks. Filers focus on categorizing documents, whereas pilers rely on proximity to work on current items.

What are some drawbacks of the filing system?

Filers spend significant effort maintaining their system and often face issues like premature filing, reluctance to discard irrelevant documents, and the creation of too many categories that complicate finding information.

What is one major advantage of the piling approach?

Piling can often lead to faster retrieval of documents, especially recent ones, because they are readily accessible on top of the pile. There is also less overhead in maintaining the system.

What is the main challenge with the piling system?

The main challenge with piling is that it does not scale well. If the piles become too high or numerous, it becomes more difficult to manage and find documents.

What does the ideal system for document management combine?

The ideal system should combine ease of maintenance, chronological storage, categorization, reminder functionality, and easy retrieval of documents.

How does the Pile File system address these challenges?

The Pile File system addresses these challenges by organizing documents chronologically while using index tabs for categorization. It also allows for easy retrieval by marking documents with relevant tabs and offers a reminder function through action categories.

What makes the Pile File system more efficient than traditional filing methods?

The Pile File system is more efficient because it allows documents to be stored chronologically and categorized without requiring extensive system maintenance. It also enables multiple categories for a single document, unlike traditional filing which requires copies for different categories.

How are documents categorized in the Pile File system?

Documents in the Pile File system are categorized using index tabs that correspond to specific categories. These tabs are placed on the documents themselves, and the documents are stored in chronological order, with the most recent on top.