How our brains use folders and tags for information retrieval

In 1876, a young librarian named Melvil Dewey had a revolutionary idea. Frustrated by the chaos and inefficiency of library organization, Dewey developed a system that would change the way we classify and navigate information forever. His Dewey Decimal System, which organized books into broad categories and then further subdivided them based on specific subjects, became the gold standard for libraries worldwide. Little did Dewey know that his innovative approach to categorization would become even more relevant in the digital age.

Just as Dewey sought to bring order to the overwhelming amount of information in libraries, we now face a similar challenge in our digital lives. With countless files, documents, and ideas scattered across our devices, the need for effective digital organization has never been greater. As avid readers of online content, we're fascinated by the way our brains process and organize information. In our quest to optimize our own digital workspace, we went deep into the research behind two popular organizational methods: folders and tags. Both of these tools interact with our cognitive processes in different ways. Learning how to harness this knowledge can boost our productivity and clarity.

Folders: The Building Blocks of Hierarchy

Think of folders as the main shelves of our digital filing cabinet—simple and structured. When we use folders, our brains rely on spatial and hierarchical cues to navigate and retrieve information, much like how we remember the location of a book in a library.

In a study conducted by the University of Washington, researchers found that people tend to remember information better when it's organized hierarchically^1^. The study involved participants memorizing a list of items, some of which were organized into categories. The results showed that participants were able to recall more items when they were grouped into categories compared to a randomly ordered list.

On the flip side, just like a cluttered desk can hinder our productivity, a complex folder hierarchy can increase our cognitive load. Imagine trying to find a specific document in a filing cabinet with hundreds of drawers and subfolders. The mental effort required to remember the exact location of a file can quickly become overwhelming, leading to what researchers call "piling" instead of "filing".

A survey by the National Association of Professional Organizers found that the average person wastes up to 4.3 hours per week searching for papers^2^. This highlights the importance of striking a balance between a well-structured folder system and one that is overly complex and time-consuming to navigate.

That being said, folders provide a clear, structured framework that can be especially helpful for projects or tasks with a linear progression. The hierarchical nature of folders can also make it easier to manage access permissions and share specific subsets of information with others.

Tags: The Web of Associations

If folders are the building blocks, tags are the threads that weave our digital information together. Tags work like hashtags on social media—they link related ideas and files in a simple, easy-to-understand way. By assigning multiple tags to a single item, we create a web of associations that allows us to retrieve information through multiple pathways.

Think of tags as the hyperlinks of our digital brain. Just as clicking on a hyperlink instantly takes us to a related page, tags enable us to jump between connected pieces of information seamlessly. This flexibility reduces our reliance on memory for a file's exact location and can lead to more efficient retrieval, especially when dealing with large volumes of information.

A study by the University of British Columbia found that participants who used tags to organize information were able to find specific items 20% faster than those who used folders alone^3^. The researchers attributed this to the associative nature of tags, which allows for more flexible and intuitive information retrieval.

While tags offer many benefits, they are not without their drawbacks. Inconsistent or ambiguous tagging can lead to a disorganized and ineffective system. Without clear guidelines and a shared understanding of how tags are applied, the associative power of tags can quickly devolve into chaos.

The PARA Method: A Thoughtful Hybrid Approach

Tiago Forte, the creator of the "Building a Second Brain" methodology, advocates for a hybrid approach to digital organization called the PARA method. PARA stands for Projects, Areas, Resources, and Archives, and it combines the best of both folders and tags to create a flexible, intuitive system for managing information.

When we first stumbled upon the PARA method, we fell in love with the simplicity. Imagine four bins labeled Projects, Areas, Resources, and Archives. Everything we do fits into one of these bins. Then, we tie a bunch of colorful tags to each file – tags that connect thoughts and ideas across these bins in a way that feels both freeing and systematic. It's like having a conversation with your digital self.

By using the PARA method, you can create a personalized organizational system that adapts to your unique needs and thought processes. This hybrid approach has been adopted by countless individuals and organizations, with many reporting significant improvements in productivity and information retrieval.

The PARA method, which combines the strengths of both folders and tags, offers a compelling solution for digital organization. By using folders to represent high-level categories and tags to create associations and connections, you can create a system that aligns with your brain's natural inclination for both hierarchical and associative thinking.

The key is to find the right balance and implement a consistent, intuitive system that adapts to your specific needs. Tools like Dewey, which seamlessly integrate the principles of the PARA method, can help you create a personalized organizational framework that enhances your productivity and reduces mental clutter.

Ultimately, the best organizational system is the one that works for you. By understanding the cognitive implications of folders, tags, and hybrid approaches like the PARA method, you can unlock the full potential of your digital workspace and achieve a new level of clarity and efficiency. As Tiago Forte's "Building a Second Brain" methodology demonstrates, a thoughtful, adaptive approach to digital organization can revolutionize the way you manage and utilize information in the digital age.

Just as Melvil Dewey's innovative system brought order to the world's libraries, the right combination of folders, tags, and methodologies like PARA can help you create a powerful, intuitive organizational system for your digital life. By embracing the principles of both hierarchical and associative thinking, you can build a second brain that supports your goals, streamlines your workflow, and unlocks your full potential in the ever-expanding digital landscape.

-------

^1^ Bergman, O., et al. "The project fragmentation problem in personal information management." Proceedings of the SIGCHI conference on Human Factors in computing systems. 2006.

^2^ Jones, W., et al. "Keeping found things found: The study and practice of personal information management." Digital Libraries, 2007.

^3^ Civan, A., et al. "Better to organize personal information by folders or by tags?: The devil is in the details." Notebooks, Tags, and Piles: Understanding and Supporting Personal Information Management. 2008.

^4^ Boardman, R., Sasse, M.A. "Stuff goes into the computer and doesn't come out": A cross-tool study of personal information management." Proceedings of the SIGCHI conference on Human Factors in computing systems. 2004.

^5^ Kwasnik, B. H. "The role of classification in knowledge representation and discovery." Library Trends, 1999.