avatarSimon Theakston

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The ultimate digital decluttering tool: How I’ve organised my important documents and saved my sanity

Photo by Pandu Aryantoro on Unsplash

Today, more than ever, we are constantly bombarded with an overwhelming amount of information.

From emails and documents to web pages and PDFs, the data piles up quickly, leaving us feeling overwhelmed and struggling to stay organised.

And that’s just the stuff we receive digitally. It doesn’t account for the stuff that arrives through our mailbox — insurance details, letters from tax man, finance information. The list goes on.

All this content not only clutters our devices but also our minds, hindering productivity and focus.

Initially, my wife and I kept all this information in a “Box of Significance” which was kept at the bottom of the wardrobe. That didn’t get rid of the hours spent wading through paper trying to find a specific document at a day’s notice.

To change all that, though, I’m trying to store all that information digitally so that:

  • The important documents in life take up less physical space
  • Documents are easier to find when we need them

To help with that, I’ve put DEVONthink (www.devontechnologies.com) at the heart of the process.

What is DEVONthink?

DEVONthink is a comprehensive information management application designed to help you tame the chaos of digital data. I tend to think of it as Apple Finder on steroids.

DEVONthink on mobile and laptop — image courtesy of devontechnologies.com

It has a ton of intelligent features and an intuitive interface, which allows me to organise, search, and access my information with ease. I don’t have to spend hours at the bottom of the wardrobe anymore.

Collecting and importing data

There are four main ways that I get my files into DEVONthink:

  • Dragging files directly into the app
  • Dropping files into a Global Inbox (that appears in all my Finder windows) and sits across all of my databases
  • A browser extension which will save a web page with a single click
  • A scanner app (I currently use Scan It) that converts the letters that come through my mailbox into PDF format. I then share the PDF with the DEVONthink app on my phone.

Organisation by tags or folders

At the heart of DEVONthink’s power, lies its ability to intelligently organise my files. Unlike traditional file management systems that rely on folder structures, DEVONthink employs an advanced database system that allows me to categorise and group my documents in multiple ways. That way, I can create powerful hierarchies, tags, and smart groups that go beyond the limitations of Apple’s operating system

DEVONthink’s organisational strengths extends beyond simple file management. It can capture and store a wide range of data types. While 90% of the documents I store are PDFs, I also store emails, eBooks, images, and multimedia files.

With its built-in web browser and email archiving capabilities, I can import and organise content from various sources. This creates a centralised knowledge base of all important information categorised as appropriate.

The main DEVONthink interface — image courtesy of author

Search and Retrieval

It’s very easy for documents to be dumped and forgotten about in a lot of file systems — especially when dealing with a vast amount of data.

DEVONthink’s intelligent search and retrieval capabilities are arguably its most valuable function.

The search engine is powerful, easy to use and can find specific information across file titles, meta-data and even the content of files, thanks to the built-in OCR capabilities that come with the Pro solution. As such, the software extracts key information such as names, dates, and locations which can also be used in automated processes (more on that to come!). Something else that is impossible with traditional file systems.

Boolean operators and advanced filtering options can also be used to create powerful queries.

Integration and Automation

DEVONthink doesn’t just organise your digital life, it seamlessly integrates with your existing workflows and tools.

The platform comes with a set of third-party integrations and support for scripting and automation. As such, DEVONthink can streamline your productivity by eliminating repetitive tasks and bridging the gap between different applications.

For example, I have rules set up that analyse the Global Inbox and move files to specific folders:

  • Files of type PDF, that include the word “Invoice” in the file name get moved to my finance folder and automatically sorted into a folder relevant to the correct year and month.
  • Files of type PDF that contain the words “Statement” and the name of my bank get moved into my Bank Statement folder

With this level of integration, I can simply dump files into my Inbox and trust DEVONthink to move the file to where it needs to go.

I’ve also integrated DEVONthink with my PKM, Obsidian. More details on that can be found here. The quick summary, though, is that DEVONthink provides each file with a unique URL that can be copied into a note-taking system.

DEVONthink URL stored within Obsidian — image courtesy of author

Equally, each note in Obsidian has a unique URL that I store in the File Properties field in DEVONthink.

Obsidan URL in DEVONthink properties — image courtesy of author

Data Security and Backup

In addition to its organisational prowess, DEVONthink prioritises data security and integrity, which is key when you’re trusting an application to store all of your important data.

DEVONthink supports industry-standard encryption algorithms, allowing you to encrypt individual files or entire databases with secure passwords. This ensures that any confidential documents, financial records, and personal information remain safeguarded, even if your device is lost or stolen.

Databases can be backed up either locally or on remote servers which safeguards my data against hardware failures, accidental deletions, or other unforeseen circumstances.

Documents on the move

DEVONthink also provides a separate mobile app which syncs the files sitting on my laptop with my phone. That way, I’m able to take all of my important documents with me when I’m out of the house.

The mobile app also contains a search function meaning that I can find key information when I’m asked for it away from home. It has come in handy multiple times — mainly when asked for family health certificates, proof of address on various invoices or Account Numbers for various insurance providers.

Final Thoughts and a Free Trial

In an era where digital clutter is becoming more and more of a problem, DEVONthink has really helped me regain control over the important information in my life.

With its intelligent data management capabilities, intuitive interface, and powerful search features, DEVONthink has really helped me to spend less time at the bottom of the wardrobe surrounded by random pieces of paper.

Instead, I’ve been able to digitise all of my important information and centralise it in an intelligent information management system that places all of my documents at my fingertips whether I’m at home or on the move.

For more information, and for a month’s free trial of the platform, check out the DEVONthink website

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