Exploring the Concept of Digital Archives and Their Value in Note Organization

Do you feel your digital notes are not giving you what you want? And, is there a right and wrong way to manage all these notes? That’s what we are looking at today. 

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Script | 317

Hello, and welcome to episode 317 of the Working With Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein, and I am your host of this show.

Over the last few years, there’s been a lot of discussion around how we manage our digital notes. There have been hundreds, if not thousands of new notes apps promising to do wonderful things for us and there have been numerous ways to organise all these notes from Tiago Forte’s PARA and the Second Brain to the Zettelkasten system. 

The question is do any of these apps and systems work? 

I feel qualified to answer this question as I have been down every rabbit hole possible when it comes to digital notes. I’ve tried Michael Hyatt’s Evernote tagging system, Tiago’s PARA and I even developed my own system, GAPRA. But, ultimately do any of these work ? 

And asking that question; do any of these systems give you what you need? Perhaps is the right place to start. What do you want from a notes app? What do you want to see and how? 

Before we get to the answers here, let me hand you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Susan. Susan asks, Hi Carl, I’m having difficulties trying to understand how best to use Evernote. I just do not know how to organise my notes. I have thousands of notes in there going back at least five years and it’s a mess. Do you have any suggestions on how best to clean all these notes up? 

Hi Susan, thank you for your question. 

I don’t think you are alone. The popularity of books like Building A Second Brain and the number of YouTube videos on this subject suggests many people are struggling to know how best to organise their digital notes.

But, I wonder if what we are doing is over-complicating something that should be very simple. 

I’ve recently been reading Walter Isaacson’s brilliant biography of Leonardo Da Vinci and on the chapter about his notebooks Isaacson points out that Leonardo Da Vinci instilled the habit of carrying around a notebook into all is students and apprentices. It was something Leonardo did himself and everything he collected, wrote and sketched was random in order.

We are very fortunate that many of these notebooks survive today and what we get to see is the complete randomness of what he collected. In these notebooks there are designs, sketches, thoughts and to-do lists all on the same page. It was this randomness that led to Leonardo discovering new ways to connect ideas to solve difficult problems and to paint in a way no one else had ever done. 

And, I think, this is where we have gone wrong with our digital notes. It’s the randomness of your notes that will lead you to discover new ways of doing things. It will help you to be more creative and help you develop your ideas. If you try and strictly organise your notes—something a digital notes app will do—you lose those random connections. Everything will be organised by topic, thought or idea. 

That does not mean that you want complete randomness. There will be projects, goals and areas of interest that you will want to keep together. A large project works best when all related notes, emails and thoughts are kept together. After all, they are connected by a common desired outcome. This is where your digital notes will excel—everything together in one place. 

This is why having a project notebook or folder is a good idea. You can keep all these materials together and it gives you a central place to review your ongoing projects. 

Then, there are what I would describe as critical information materials—things like your clothing and shoe sizes for the various places you buy things from. You may collect your receipts in organised months, and if you trust your digital notes, you may want to keep information such as your ID numbers, driving licence details, and health insurance certificates. 

Again, digital notes are great for storing this kind of information as they make it easily retrievable whenever you need it. 

What about everything else? The random thoughts and ideas you have. Well, if you want these to be useful to you at some future date, you will want to keep them random. Why is that?

Your brain works at a very high level of illogicality. This is the opposite of what a computer does. A computer operates on very strict logical lines. Even AI works logically. AI will look at data and information and give you answers that are already in existence. This often seems amazing because we had not thought of those ideas before, but someone did. That’s how AI found the answers. 

And of course, as we recently discovered with Google’s AI models, there are the biases of the people programming the software—all based on existing thoughts and ideas. 

It’s these notes that if you want to develop new, creative ideas that link uniquely together, they want to be maintained in a random way. 

Paper notebooks make this easy. Each new thought or idea is added to a page in your notebook chronologically, and over time, your ideas will fill that notebook in the order you have them. There may be blocks of similar thoughts and ideas you collected around the same time, but on the whole, they will be completely random. Perhaps on one page, you have some ideas about how you will redesign your back garden and on another page, you have drafted out some ideas about where you and your family will go on their next holiday. 

This becomes a little more difficult with digital notes because your computer and the apps you use will want to organise them logically. However, you can create randomness here, too, if you use an archive folder.

Many people think of their archive as being one step short of the trash. It’s where things you are not sure what to do with go. But stop a moment. Where would historians be without your country’s national archive? What are museums? Essentially, museums are archives of interesting things people may want to see. And there is the archive at the Vatican that holds so many treasures and documents. 

An archive is not a glorified trash can. It’s a treasure trove of history. And if you create an archive notebook or folder in your digital notes you will be creating your own digital archive. 

Now, because places like the National Archives in the US or UK or the archives at the Vatican City are always adding new stuff, it would be impossible to organise all these documents by theme. They may be tagged by theme, but they are organised by the date they entered the archive. If I wanted to find documents related to the Titanic, I would begin my search around April 1912. If I wanted to get a snapshot of life in 1964, I would just go to the section that housed documents from 1964. 

You can do the same with your own archives. Once you have created a notebook or folder called archive, you can create sub-folders or sub-notebooks by year. Then, as you archive notes, you just add them to the year they were created. 

This approach will give you the all-important randomness, yet you still have some organisation. 

You can tag these notes if you wish; I do. But, and this is an important but, don’t try and be too clever here. 

Imagine you were researching the Vietnam War and wanted to know how and why the war escalated in 1965. If you were at the US National Archives, you might begin your research in 1965, then Vietnam. So, the tag would be Vietnam. If you wanted to narrow down your research, you might look at the documents related to President Johnson’s decision-making, so perhaps there would be a tag for presidential papers. Beyond that, you would be trying to fine-tune things too much. You would likely see from the results you get which documents relate to meetings. 

In your archive, you may have taken a trip to Paris in 2018, and while there, you came across a fantastic restaurant. Perhaps you took at picture of the menu and saved that into your notes. Now, you have two ways of retrieving that information today. If you remember the year you were in Paris, you could go straight to your 2018 archive, and as your notes will be in date order, you could scroll down to the date you were in Paris. 

The alternative is if you tagged the note “Paris”, you could do a search for “Paris”. And within seconds you will have retrieved the information you wanted. 

That’s how you want your notes to work. Keep them simple, so that if you want to retrieve information at a later date, you would be able to find things quickly. 

What I’ve noticed is when we try and be too strict about how we organise our notes we are always fiddling and changing things. While this can be fun, at first, it becomes a drag on your productivity because the more time you spend organising, the less time you spend doing the work you need to do. 

You could create separate notebooks for places and topics, but unless these are lifetime interests, keeping everything in their separate notebooks will not make retrieval any faster, and you lose that all-important randomness. 

Another area where randomness really helps is with your ideas and thoughts. I’m sure you’ve had an idea about classes you may want to take or a business idea you want to investigate. You may have had ideas about starting a blog or podcast or writing a book. Many of these ideas will be passing ideas and you soon move on to the next idea. If you were intent on doing something about the idea you would begin. If you don’t begin, it’s likely a passing idea. 

These passing ideas are the gold you do not want to delete. They could contain the seeds of something very special. However, on their own, they may seem redundant after a few weeks or months. It’s these notes you want to keep in your archive. 

In a year or two, you may feel compelled to skim through one of your archive years, and you begin to see connections between all these ideas. Leonardo Da Vinci, sketched the mouth he eventually gave the Mona Lisa twelve years before he began painting the Mona Lisa. 

Individually, these notes may mean nothing. But together, they could be your next great idea. 

So, Susan, look at what you want to collect and save. Keep your projects together, these you will be working on frequently. And all those random notes you collect, store them in archives by year. As these build, you will be creating a gold mine of ideas and thoughts you will never regret keeping. 

I hope that has helped and thank you for your question. And thank you to you, too, for listening. It just remains for me now to wish you all a very, very productive week.