From 00 to 99: The Numbered System That Organizes My Work – and My Mind
A framework that spans tasks, notes, and archives across every tool I use.
I've been asked about my file organization so many times that I finally realized: this isn't just about folders.
It's about building a mental model that travels with you.
My entire digital life currently runs on 8 numbered buckets. Whether I'm in Obsidian, OmniFocus, DEVONthink, my calendar, or just browsing files on my Mac, the structure is identical. When I see 35, I know it's my current employer – no matter which app I'm in.
What started as a filing trick became the backbone of how I eliminate decision fatigue across every tool I use.
Want to see the full structure in action? I document my complete file hierarchy SOP at notes.leahferguson.com
The Power of Consistent Structure
Think of it like working in a design or architectural firm where each project gets a code. You don't memorize details – you memorize the shorthand. That's what this system gives me: a mental model that scales.
The beauty isn't in the specific numbers (though I'll share some of mine). It's in the consistency. My brain doesn't reset when I switch between apps because the organizational logic stays the same.
My 8 Core Areas of Focus
00 Meta
The system behind the system
Templates, SOPs, naming conventions. Everything that runs the rest. Notes about notes, basically.
10 Personal
Life admin and identity
Health records, morning routines, call logs for product support and warrant… anything that's just for me.
20 Learning
Formal and informal education
Graduate school notes, conferences, courses, active learning projects. Stuff, both inside and out of the classroom.
30 Professional
Work and career strategy
Resume, portfolio, industry connections. 35 is always my current employer(s).
40 Atomic
Fleeting notes and experiments
My experimental Zettelkasten-esque playground. When something lands here, I don't stress about perfect categorization – good naming and search handle the rest.
50 Reference
Long-term knowledge storage
Books, papers, podcasts, anything I might cite later. PDFs live in DEVONthink but link into Obsidian.
This includes all of my sources from grad school. I made the decision early on that I have such significant overlap in my professional practice, academic research, and personal research that it didn't make sense to silo them into domain subfolders.
60 Games
Tabletop RPGs and worldbuilding
Campaign notes, game system, storytelling tools. (Yes, this gets its own bucket. No regrets.)
70 Automation
Scripts and workflows
Shortcuts, Keyboard Maestro macros, anything that makes the system smarter.
80 Content
Writing and publishing » this is new, and in experimental form!
Active drafts, editorial calendars, publishing workflows.
Zooming In: The Subfolder Logic
Within each area, I group sub-numbering:
Within each area, I then create subfolders for the next chunk in materal. For instance, the start of 00 Meta breaks down to:
01 Inbox → Unprocessed captures from any source
02 Journals → Daily, weekly, monthly, annual logs
03 Resources → Templates and reusable tools
This pattern repeats everywhere. Admin folders get .00 and archives end in .99. The most-used stuff floats to the top and the material referenced less frequently fall to the bottom.
Built for Flow, Not Perfection
The system isn't static – it's documented and evolving. I leave gaps in numbering for future needs and adjust when I hit friction points.
The magic happens when you realize you've stopped thinking about where things go. You decided once, then scaled it everywhere.
Whether you're brainstorming in one app or scheduling in another, your mental model stays intact. That's the real power: not just organization, but internal coherence.
The question isn't which tool you use. It's whether your system supports how you think across time and tools.
Today's question: What’s one naming or organizing habit that’s made your work easier?
Over the years, I kinda built my own system — stuck with it too. Even the folder numbers like 10 for Personal, 30 for Work, and 99 for Archive are pretty much the same.
Now, see, as a journalist I use the other numbers a bit different.
Biggest difference? I added emojis to the folders so I can tell ’em apart quicker — I’m a visual kinda fella, you know?
What is there to regret 60 having its own space. There has to be space for games.??? Really nice piece - has made me wonder if some of my start-stop is because 1. I haven't everything linked up 2. its not comprehesive... Food for thought. Thanks for sharing.