organize

Organization Skill

Version: 1.2 Source: L1/L2/L3 Cognitive-Phase Framework

Folder structure should match how your brain navigates, not how a database stores records.

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North Star

Goal: You always know where you are and what you're looking for.

Definition: Any person (or AI) should be able to find a file in 3 decisions or fewer, without guessing which folder it's in.

Smell: If you open a folder and feel lost, the structure has failed.

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Quick Start

Already know what you need? Start here:

I want to...	Go to
Organize my personal/home drive	assets/home-drive-template.md — pick arenas, build L2, let L3 emerge
Organize a business/team drive	assets/work-drive-template.md — Fulfill/Maintain/Grow framework
Reorganize a messy existing drive	references/migration-guide.md — phase-by-phase migration
Name files and folders correctly	references/naming-patterns.md — conventions by layer
Audit a drive for structural issues	scripts/audit_structure.py <path> — automated health check

For the full framework explanation, read on.

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The L1/L2/L3 Framework

Folder navigation is three cognitive phases. Each phase answers a different question, and folder names should match the type of thinking you're doing at that level.

L1: Context (Nouns / Arenas)

Question: "Where am I operating?"

Brain mode: Wayfinding. You're orienting yourself to a domain before doing any work.

Folder names are typically nouns — broad arenas of activity. Mindset-based verbs (e.g., Fulfill, Maintain, Grow) are valid when they trigger the same wayfinding shift:

Drive/
├── Finance/
├── Marketing/
├── Operations/
├── Production/
├── Legal/
└── Personal/

Test: You're still in L1 as long as you're narrowing the domain. You might click through multiple folders and still be in L1 if each click is answering "which world am I in?"

Success condition: Your brain naturally shifts from "where am I?" to "what am I trying to do?"

L2: Execution (Verbs / Outcomes / Subject Categories)

Question: "What am I trying to accomplish?" — or in creative/domain-heavy projects — "What type of thing am I working on?"

Brain mode: Targeting. You've picked an arena, now you're selecting an objective or subject focus.

Folder names are verbs, outcomes, or subject categories — what work gets done here:

Marketing/                    # Business example — verbs/outcomes
├── Launch/
├── Grow/
├── Campaign/
├── Brand/
└── Analyze/

Arctic/                       # Creative example — subject categories
├── Locations/                # "I'm working on PLACES"
├── Residents/                # "I'm working on CHARACTERS"
└── Lore/                     # "I'm working on STORY"

L2 doesn't require verb names. In creative, world-building, or domain-heavy projects, subject-matter categories (Locations, Characters, Assets, Environments) function as L2 when they trigger the brain shift from wayfinding to intent. The test is whether your brain changes modes — not whether the folder name is a verb.

Test: You're in L2 as long as you're narrowing the objective, work mode, or subject focus. L2 completes when you start hunting for a specific artifact.

Success condition: Your brain shifts from "what am I doing?" to "which thing do I need?"

L3: Retrieval (Objects / Artifacts)

Question: "What exact thing do I need?"

Brain mode: Grabbing. You've picked an outcome, now you grab the thing.

Folder names are specific objects — the artifacts themselves:

Campaign/
├── Q1-2025-Product-Launch/
│   ├── Brief.docx
│   ├── Timeline.xlsx
│   ├── Assets/
│   └── Results.pdf
└── Q2-2025-Brand-Refresh/
    └── ...

Test: You're in L3 when you're scanning for a specific file or artifact. You know what you want — you're just finding it.

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Key Principle: Layers Are Cognitive Phases

The layers are NOT literal folder counts. They describe your mental state as you navigate.

Scenario	Folders Clicked	Actual Layer
Work > Clients > Acme Corp	3 folders	Still L1 — you're still answering "which world?"
Finance > Accounts Payable	2 folders	L1 → L2 transition — you shifted from domain to outcome
Campaign > Q1 Launch > Brief.docx	3 folders	L1 → L2 → L3 — full cognitive progression

The test isn't "how many folders?" but "has my brain shifted modes?"

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Diagnostic Guard

Before diagnosing a structure as broken or a layer as missing, apply these checks:

Check	If yes →
Can the user reach their file in 3 decisions without feeling lost?	The structure works — don't restructure
Do the cognitive shifts happen, even if folder names don't match the framework's vocabulary?	The layers are present — don't rename to force verb/noun compliance
Is the structure consistent and predictable across parallel branches?	The pattern works — document it, don't flatten it
Is the domain inherently hierarchical (geography, physical spaces, taxonomies)?	Extended L1 wayfinding is expected — don't mistake it for a missing L2

The framework serves navigation, not the other way around. If someone navigates smoothly, the structure is working regardless of whether folder names are verbs, nouns, or subject categories. Diagnose problems people actually experience, not theoretical label mismatches.

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Scaffolding Evaluation

Empty folders aren't always clutter. Pre-built folder structures serve a real purpose in creative and content-heavy projects — they communicate "this is a slot for future content" and ensure consistency across parallel branches. Before flagging empty structure as a problem, determine whether it's intentional scaffolding or scattered clutter.

Intentional Scaffolding (Acknowledge It)

Scaffolding is working when it passes these checks:

Signal	What It Looks Like
Consistent template	The same structure repeats uniformly across parallel branches (e.g., every biome has Locations + Residents with the same subtypes)
Reflects a domain model	The folder template maps to a real structure — a taxonomy, a physical space, a content pipeline — that will need filling
Progressive filling	Some branches have real content while others are still placeholders. Work is happening within the template
Placeholder convention	Generic names (numbered slots, "Idea 1/2/3") are obviously temporary markers meant to be renamed when content arrives
Bounded depth	Scaffolding doesn't exceed 2-3 levels of empty folders before reaching the content layer

When you encounter scaffolding that passes these checks, acknowledge it as useful structure rather than flagging it for removal. Note where content has filled in and where it hasn't, but don't recommend tearing down the framework.

Example — good scaffolding in a world-building project:

VR World/
├── Arctic/
│   ├── Locations/
│   │   ├── Commercial/
│   │   │   ├── _Ideas/
│   │   │   └── Winter Lodge Restaurant/    ← named, filling in
│   │   ├── Natural/
│   │   │   └── _Ideas/
│   │   └── Residential/
│   │       └── Dream House/                ← built out with rooms
│   └── Residents/
│       └── Alexander Borealis/             ← named character
├── Forest/                                  ← same template, different fill state
│   └── Residents/
│       ├── Big Bear/                        ← fully developed
│       └── Zebra Fox/
└── Desert/                                  ← same template, less filled
    └── ...

The template is consistent, reflects the world-building domain (biomes × content types), and is progressively filling with real content. The empty slots are a content roadmap, not noise.

Example — good scaffolding in a content pipeline:

character-types/
├── bears/images/
│   ├── head/        (31 files)              ← filling in
│   ├── body/        (15 files)
│   └── tail/        (0 files)               ← empty but expected
├── dogs/images/
│   ├── head/        (26 files)
│   └── legs-and-feet/ (28 files)
└── foxes/images/                            ← mostly empty, work not started yet

Same body-part template across 25 species. Bears and dogs are well-populated; foxes haven't started yet. The empty folders are task slots in a production pipeline.

Scattered Clutter (Flag It)

Scaffolding has become clutter when:

Signal	What It Looks Like
No repeating pattern	Empty folders are one-offs, not part of a template
Asymmetric parallel branches	Sibling branches have different structures with no domain reason for the difference
Zero content anywhere	The entire tree is empty — no branch has real content
Stale with no plan	Created months ago, never used, and no work is planned for it
Ambiguous purpose	Folder names don't communicate what content belongs there (New Folder, Stuff, temp)

What To Do With Each

Finding	Action
Consistent template, actively filling	Keep. Acknowledge it as useful scaffolding
Consistent template, stale everywhere	Flag as possibly abandoned. Ask if work is still planned
Partial pattern, inconsistent application	Suggest completing the pattern — make it consistent or remove the outliers
One-off empties with no pattern	Recommend removal. Create folders when content arrives

The Key Test

Would deleting this empty folder lose information? If the folder name + location tells you "this is a slot for [specific type of content]," it's scaffolding. If deleting it wouldn't confuse anyone about what goes where, it's clutter.

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Progressive Disclosure

The framework uses progressive disclosure — each level reveals only what you need for your current decision:

Step 1: See 5-8 arenas          (L1 — which world?)
Step 2: See 3-6 outcomes         (L2 — which goal?)
Step 3: See the artifacts         (L3 — grab the thing)

Ideal Counts per Level

Level	Target	Max Before Splitting
L1 arenas	5-8	12
L2 outcomes per arena	3-6	10
L3 artifacts per outcome	Varies	30 (then subgroup)

If any level exceeds its max, it's a signal to split or restructure.

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Naming Conventions

L1 Names: Broad, Stable, Recognizable

Pattern	Examples
Use nouns	Finance, Marketing, Operations, Legal
Capitalize	Title Case for top-level arenas
Keep stable	These rarely change — they represent domains of your life/work
No dates	Dates belong in L2 or L3, not L1

L2 Names: Action-Oriented, Scannable

Pattern	Examples
Use verbs or outcomes	Launch, Grow, Hire, Ship, Fulfill
Or use clear process names	Onboarding, Reporting, Budgeting
Allow time-scoping	2025-Budget, Q1-Campaign when recurrence matters

L3 Names: Specific, Descriptive, Findable

Pattern	Examples
Be specific	Invoice-2025-03-Acme.pdf, not Invoice.pdf
Date-prefix for chronology	2025-03-15_Meeting-Notes.md
Type-suffix for scannability	Logo-Primary.png, Logo-Dark.png
No ambiguity	Every name should be unique enough to find via search

Universal Naming Rules

Rule	Rationale
Consistent casing	Pick Title-Case, kebab-case, or snake_case per level and stick with it
Front-load the distinguishing word	Budget-2025 not 2025-Budget (unless sorting by date matters more)
No special characters	Stick to A-Z, 0-9, -, _, and spaces (where appropriate)

Context-Sensitive Naming Rules

Context	Spaces OK?	Hyphens/underscores required?	Why
Personal/creative drives	Yes	No — readability matters more	Winter Lodge Restaurant is easier to read than Winter-Lodge-Restaurant. OS handles spaces natively
Code projects & websites	No	Yes — use hyphens or underscores	Spaces break scripts, URLs, CLI commands, and version control
Shared/team drives	Depends	Match team convention	Consistency within the team matters more than any single rule

Don't apply code conventions to personal drives, or personal conventions to codebases. Match the rules to the environment.

File Name Semantics

File names should communicate what the file contains at a glance. A good file name answers "what is this?" without opening it.

Non-Semantic Names (Flag These)

Pattern	Example	Problem
Hash / ID strings	50bacb7db3dbda5ba74ce3b7e51aa624.jpg	Tells you nothing
Generic defaults	Untitled.png, download (1).jfif	Indistinguishable
Screenshot auto-names	Screenshot (163).png	What's in the screenshot?
Bare timestamps	photo_2021-03-15_09-25-00.jpg	When, not what
AI prompts as filenames	alexandersthompson_UI_design_of_a_Forest...png	Too long, truncated hashes
Platform export names	IMG_20200417_180854_994.jpg	Camera roll IDs

What Makes a Good File Name

Principle	Example
Describes the content	ice-cave-interior.jpg not 89381.jpg
Uses your vocabulary	bear-head-front-view.png not head-01.jpg
Distinguishes from siblings	moraine-lake-sunrise.jpg and crater-lake-aerial.jpg
Keeps reasonable length	3-6 words
Preserves useful metadata as a suffix	desert-canyon-ref_antelope-canyon.jpg

When to Flag vs. When to Ignore

Situation	Action
Files in a curated, final-destination folder	Flag — these are artifacts you'll revisit
Files in _Ideas/ or reference folders	Flag if 10+ files with hashes/timestamps
Files inside a transit folder (~)	Ignore — transit content is WIP
Files in a scaffolding placeholder	Ignore — will be renamed when content arrives
A handful of files with obvious visual context	Low priority

Suggesting Better Names

When flagging non-semantic names, suggest replacements based on:

1. The folder context — a file in Arctic/Locations/Natural/_Ideas/ is probably a nature/landscape reference
2. The file's visible content — if you can read the image, describe what you see
3. Sibling files — if named files exist alongside unnamed ones, match the pattern
4. Don't require perfection — snowy-village.jpg is better than 241076.jpg, even if it's not a complete description

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Decision Guide: Where Does This File Go?

Ask yourself...	If yes →
Is this active work I'm producing right now?	L2 outcome folder for that project/activity
Is this reference material I look up but don't edit?	Reference/ within the relevant L1 arena
Is this a template I reuse across projects?	_Templates/ (shared or per-arena)
Is this a finished deliverable?	L3 artifact inside the outcome that produced it
Is this someone else's output I need to access?	Shortcut/link to the owner's L2, not a copy
I genuinely don't know	_Unsorted/ — sort it during your weekly review

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Active vs Reference: The Intent Test

Folder type	Purpose	Brain mode	Examples
Active (doing)	Work in progress, projects, deliverables	"I'm producing something"	Launch/, Ship/, Hire/
Reference (knowing)	Lookup material, policies, standards, guides	"I'm finding an answer"	Reference/, Policies/, Standards/

The test: "Am I opening this folder to do work or to look something up?"

• If both → split into two L2 folders. The active folder holds the work and links to the reference folder.
• Active folders archive when work is done. Reference folders persist.

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Overlap Resolution

The active folder owns the work. The reference folder owns the knowledge. They link to each other — never duplicate.

Situation	Resolution
File could live in two L1 arenas	Pick the primary owner based on who produced it. Shortcut from the other arena
File is both active work AND reference	Put it in the active folder now. Move to reference when the project completes
Two teams need the same file	One team owns it. The other gets a shortcut. If neither owns it → _Shared/
Same data, different formats	One source of truth. The canonical version lives in the owner's folder

Never duplicate. Two copies means one gets stale.

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System Folders

Infrastructure folders that support the structure, not content. Use a leading underscore.

System Folder	Purpose	Scope
_Archive/	Completed work that's no longer active	Within each L2 outcome
_Unsorted/	Temporary inbox for files without a clear home	One per drive (top level)
_Templates/	Reusable document templates	Per L1 arena or shared at top level
_Shared/	Cross-functional items with no single owner	Top level only

Rules for System Folders

Rule	Rationale
Always underscore-prefixed	Sorts separately from content folders, visually distinct
Never nest system folders	_Archive/_Archive/ is a red flag — flatten it
_Unsorted/ is temporary	It's an inbox, not a permanent home. Review weekly
_Shared/ requires justification	Every file there should have a reason it can't live in a single arena
Don't create system folders preemptively	Add _Archive/ when you first need to archive, not before

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Transit Folders

Folders holding content that is actively being moved to a known destination. Use a leading tilde (~). Distinct from _Unsorted/ (destination unknown).

Folder	Purpose
~Transfer/	Staging area for content being moved into a project
~Import/	Incoming content from an external source
~Migrate/	Content moving between organizational structures

Key rules: always tilde-prefixed, include a date suffix (~Transfer 2026-02/), include _STATUS.md for multi-session transfers, delete when empty.

For full details (naming conventions, lifecycle, staleness signals, analysis scope), see references/transit-folders.md.

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File Lifecycle

Created → Active → Completed → Archived → (Deleted)

Files move through stages based on project status. Archive at L2 level (_Archive/ within the outcome folder). Default to keeping — storage is cheap, regret is expensive.

For full lifecycle rules, archive strategy, and maintenance cadence (weekly/monthly/quarterly), see references/lifecycle.md.

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Adapting by Scale

Scale	L1 Maps To	L2 Emphasis	Key Consideration
Personal (one person)	Life domains: Career, Finances, Home, Media, Personal	Lightweight — project names or simple outcomes	L3 is where most files live
Team (small group)	Mindsets: Fulfill, Maintain, Grow	Structured — processes, projects, time periods	Decide who owns each L1 arena
Organization (company)	Departments or business units	Enforced naming conventions across teams	Align access controls with L1 boundaries

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Red Flags

Stop and reorganize when you see:

Smell	Problem	Fix
Catch-all folders	Misc/, Other/, Stuff/, New Folder/	Decide the real L1 arena or L2 outcome
Deep nesting (6+ levels)	You're mixing cognitive phases in one branch	Flatten by separating L1/L2/L3 concerns
Date-only folders at L1	2024/, 2025/ at the top level	Dates are L2 or L3 — put the domain first
Duplicate file names	Same file in two places	Pick the owner, link from elsewhere
Everything in one folder	100+ files in one directory	Split into L2 outcomes or L3 artifact types
Ambiguous names	Documents/, Files/, Data/	Replace with specific arena names
Mixing layers	Finance/Invoice-2025-03.pdf (skipped L2)	Add the outcome: Finance/Accounts-Payable/Invoice-2025-03.pdf

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Anti-Patterns

Anti-Pattern	What It Looks Like	Why It Fails
The Filing Cabinet	Rigid categories that don't match how you think	Forces you to memorize arbitrary locations
The Chronological Dump	Everything sorted by date first	Dates don't help you find things by topic
The Mirror	Folder structure mirrors org chart exactly	Org charts change; your files don't reorganize themselves
The Perfectionist	Scattered empty folders with no consistent template and no content anywhere	Random empties create noise without communicating intent. (Note: consistent templates with progressive filling are scaffolding, not perfectionism — see Scaffolding Evaluation)
The Flat Earth	Everything in one giant folder with search	Works until search fails or context is lost

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Exceptions: When to Break the Rules

Every rule in this framework has legitimate exceptions. The key: break rules consciously, not by accident.

Date-First at L1

Exception	Example	Why It's OK
Tax/legal compliance	2024-Tax-Returns/, 2025-Tax-Returns/	Legal requirements are inherently annual. The year IS the domain
Academic semesters	Fall-2025/, Spring-2026/	Each semester is a self-contained world

Test: Is the time period genuinely the primary organizing principle, not just a habit?

More Than 12 L1 Arenas

Exception	Example	Why It's OK
Client-based businesses	One L1 per major client	Each client is a genuinely separate world
Multi-property management	One L1 per property	Physical locations are natural arenas

Test: Would merging any two arenas force you to constantly context-switch within a single folder?

Flat L3 With Many Files

Exception	Example	Why It's OK
Photo libraries	200+ photos in a dated event folder	You're browsing visually, not reading names
Log files	Chronological logs in a single folder	Sorted by date, accessed by recency

Test: Can you still find what you need without subgrouping? If search or date-sorting is sufficient, don't force artificial categories.

General Rule for Exceptions

If you're breaking a rule, write down why in a _README.md at that level. If you can't articulate the reason, you shouldn't break the rule.

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Quality Checks

Before considering a drive "organized," verify these rules hold.

Structure Checks

Check	Pass Condition
Every L1 arena has at least one active L2 outcome	No empty arenas cluttering the top level
No L2 folder tries to be both active work AND reference lookup	Split into separate doing/knowing folders
Every active L2 folder has artifacts, subfolders, or is part of a consistent template scaffold	No scattered one-off empty folders
No L3 artifact is duplicated across arenas	One owner, shortcuts from elsewhere
_Unsorted/ has fewer than 20 items	You're keeping up with weekly sorting

Naming Checks

Check	Pass Condition
L1 names are nouns (arenas)	No verbs, dates, or abbreviations at the top level
L2 names signal intent (verbs, outcomes, or subject categories)	Reading the name tells you what happens here
L3 names are specific enough to find via search	No Document.pdf or Notes.txt
Consistent casing within each level	Not mixing Title-Case and lowercase at the same depth
Naming matches context	Spaces OK on personal drives; hyphens/underscores required in code projects

Boundary Checks

Check	Pass Condition
Active folders contain work, not reference material	Reference has its own folder
Reference folders contain lookup material, not active projects	Work has its own folder
_Shared/ contains only genuinely cross-functional items	Not a dumping ground
Archive folders live within their L1 arena	Not a top-level Archive/ that loses context

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Applying the Framework

Step 1: Audit Current State

List your top-level folders. For each one, ask:

• Is this clearly an L1 arena (a domain of activity)?
• Or is it something else? (date, project, catch-all)

Step 2: Design L1 Arenas

Write down the 5-8 major domains of your life or work. These become your L1 folders. They should feel natural and stable.

Step 3: Design L2 Outcomes Per Arena

For each arena, list the 3-6 things you actually do there. These are your L2 folders.

Step 4: Let L3 Emerge

Don't pre-create L3 structure. Let it emerge as you actually produce artifacts. Structure follows work.

Step 5: Migrate Gradually

Move files in batches. Start with the arena you use most. Don't try to reorganize everything at once. For detailed migration steps, see references/migration-guide.md.

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References

• references/naming-patterns.md — Detailed naming examples and conventions for each layer
• references/migration-guide.md — Step-by-step guide for reorganizing existing messy drives
• references/transit-folders.md — Transit folder conventions, lifecycle, and staleness signals
• references/lifecycle.md — File lifecycle rules, archive strategy, and maintenance cadence

Assets

• assets/home-drive-template.md — Starter structure for a personal home drive
• assets/work-drive-template.md — Starter structure for a professional work drive

Scripts

• scripts/audit_structure.py — Scan a folder tree and report L1/L2/L3 issues (catch-alls, depth, naming)