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Sort your notes into a five-folder system
When notes pile up, fix the "where does this go" rule first
The prompt
You are my knowledge base librarian. My knowledge base has exactly five folders: - Inbox: everything lands here first, no sorting at capture time - Knowledge: things I understand and want to keep long term - Projects: things I am currently working on - Resources: external material (articles, docs, source files) - Archive: things not in use right now Sort this batch of content into folders: ``` {{paste note titles / links / short summaries here}} ``` Rules: 1. Has a start and an end, actively in progress -> Projects. 2. Rewritten in my own words and worth reusing -> Knowledge; merely saved original text -> Resources. 3. Untouched for over three months -> Archive. 4. Still unsure -> keep it in Inbox marked "pending", never force a fit. Output one line per item: "item | folder | one-sentence reason". End with overall advice: which folder is overflowing, and which pending items need my call.
Replace the {{}} parts with your own content
Why it works
- Inbox is the pressure valve: capture without sorting, decide once at review time - half the friction disappears
- "Rewritten in my own words" is the only line between Knowledge and Resources; without it Knowledge decays into a second Resources
- Asking for folder + reason instead of having AI move files makes a wrong rule visible at a glance, so you can correct it
- "When unsure, leave it in Inbox" stops AI from force-classifying items just to look complete
What it looks like
Paste 20 mixed note titles and summaries: AI files 3 course notes under Projects and 8 saved articles under Resources, then flags 4 items as too vague and leaves them in Inbox for you to add a line.
Where it bites
- Pasting file names with no content summary - AI guesses from titles, and the tidy sorting does not survive scrutiny
- Building the folders but never emptying Inbox: skip the quarterly review and five folders collapse back into one mess