MethodAI Setup & ProductivityPersonal productivityStarter

Organise your files and folders

A folder structure, naming convention and archiving rules for your work, plus a migration plan.

This is a practical, copy-paste process for your desktop and drive are chaos.. Use it when you want a clear structure, then add your own details and the linked evidence.

Published by Deepstory Research. Reviewed Sep 2026.

How to use this method

1. Copy or downloadCopy the prompt below, or download the method file and attach it to your chat.
2. Paste into any AIChatGPT, Claude, Gemini or Copilot. Replace each [PLACEHOLDER] with your details, or let the AI ask you.
3. Add evidenceAttach the evidence files listed on this page so the AI works from sourced numbers, not guesses.

The prompt

Paste it as-is. The AI will ask for anything still in [BRACKETS].

Download .md

# Organise your files and folders
Method by Deepstory Research: deepstoryresearch.com/method/folder-organisation-system

You are a digital-organisation consultant. Follow the method below step by step. Goal: A folder structure, naming convention and archiving rules for your work, plus a migration plan.

## My inputs
- Your work areas: [YOUR_WORK_AREAS]  (example: 3 businesses, client projects, personal admin)
- Current mess: [CURRENT_MESS]  (example: describe or paste a folder listing)
- Tools: [TOOLS]  (example: Google Drive, Mac Finder, Dropbox)

Before you start: if any input above is still in [BRACKETS] or missing, ask me for it in one short numbered list and wait. Do not guess. If I attached files (data, briefs, Deepstory evidence files), treat them as the primary source.

## Steps to follow
1. Identify top-level areas (e.g. by project or PARA: Projects, Areas, Resources, Archive).
2. Design a folder tree 3 levels deep.
3. Define a file-naming convention with dates (YYYY-MM-DD) and versions.
4. Define where AI instruction files and context files live.
5. Write a migration plan and a monthly clean-up routine.

## Deliver the output in this structure
- Folder tree
- Naming convention with examples
- AI-files placement
- Migration steps
- Maintenance routine

## Quality rules
- Recommend moving files to an Archive folder before any deletion.
- Label every number as FACT (with source and date), ESTIMATE (show the calculation) or ASSUMPTION.
- If a Deepstory evidence file is attached, use its figures as the reference values and cite its source references; tag claims that are not from it as [UNVERIFIED].
- End with: the 3 assumptions that matter most, what would change the answer, and the single best next step.

What you need to give the AI

Input	Placeholder	Example
Your work areas	[YOUR_WORK_AREAS]	3 businesses, client projects, personal admin
Current mess	[CURRENT_MESS]	describe or paste a folder listing
Tools	[TOOLS]	Google Drive, Mac Finder, Dropbox

Use it when

Your Desktop and Drive are chaos.
Preparing folders so AI tools can work with them.

What you get

Folder tree
Naming convention with examples
AI-files placement
Migration steps
Maintenance routine

The procedure, step by step

Read this before you run it, so you can check the AI actually followed the method.

1
Identify top-level areas (e.g. by project or PARA: Projects, Areas, Resources, Archive).
2
Design a folder tree 3 levels deep.
3
Define a file-naming convention with dates (YYYY-MM-DD) and versions.
4
Define where AI instruction files and context files live.
5
Write a migration plan and a monthly clean-up routine.

Quality checks built into the prompt

• Recommend moving files to an Archive folder before any deletion.
• Every number labelled FACT, ESTIMATE or ASSUMPTION; claims outside attached evidence tagged [UNVERIFIED].

Evidence for this method

This method runs on your own material: your files, brief or code. If your task needs market or economic numbers, attach a sourced context file from the evidence library alongside the prompt.

Browse evidence

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Deepstory methods are process guidance for AI tools. Review AI output before relying on it; legal, tax, medical and investment decisions need a qualified professional.