Managing Media and Paperwork (Static Files)

The first category of data I categorize as static, since it typically does not change over time. We create and store a substantial amount of media, mainly in the form of photos and videos, along with various administrative documents requiring organization. This includes invitations, contracts, notices, invoices, and receipts, which arrive both digitally and in physical form. While organizing paperwork alongside digital files is feasible, I advocate for a digital-first approach. When the primary source of truth is digital, it simplifies the processes of organizing, storing, and retrieving essential information.

Here’s a concise guide to transitioning to a paperless system:

1. Scan your documents using a high-quality scanner equipped with Optical Character Recognition (OCR) technology, which interprets text for searchability. The scanner should efficiently handle multiple documents of various sizes. I personally use the ScanSnap iX13000, which meets all these criteria while remaining compact.
2. After scanning, securely shred unimportant documents while keeping physical copies of essential documents in a safe place. This ensures you have originals if needed. I find it unnecessary to meticulously catalog every document, as this can be overly labor-intensive for items you may never use. A simpler method is to store documents in a box and add a piece of cardboard with the date every few months. This way, you can easily locate documents by checking the dated dividers.
3. Next, organize the digitized data. There are two methods for managing this data: folder-based storage and tag-based storage, both of which will be discussed in subsequent sections.

Folder-Based Cloud Storage with Nextcloud

The conventional method for organizing files involves using nested folders, a standard on personal computers and major cloud providers. Storing files in the cloud means they are accessible online, providing convenience and serving as a solid backup. For instance, if you accidentally spill coffee on your laptop, your files in the cloud remain safe.

However, significant concerns arise as well. You are essentially placing your trust in major tech companies such as Amazon, Google, Dropbox, and Apple to protect your data. The term "trust" is crucial here, as you have no control over who accesses your data, where it’s stored, or how it’s secured. Additionally, companies can shift their business strategies or fall victim to regulatory issues. To lessen these risks, consider using privacy-focused services like Proton Drive or Sync.com. However, the optimal approach is to maintain complete independence from third-party companies.

Introducing Nextcloud

Fortunately, setting up your own cloud is increasingly straightforward with tools like Nextcloud. This application allows you to designate one computer as the host for your files, which can then be accessed by other devices via the internet. Your client devices create copies of the host's data and automatically synchronize changes, allowing for easy access and multiple backups while maintaining complete ownership over your data!

Nextcloud is a free, open-source application supported by a dedicated community. As is common with open-source software, its installation may not be as simple as typical applications. Instead, you receive the packaged code that runs on your host within a program called Docker (which can be downloaded for free).

At this stage, you need to determine which computer will serve as your cloud host. If you want your cloud to be operational 24/7, renting an affordable Virtual Private Server (VPS) for installation is advisable. Alternatively, you can purchase a home server that remains powered on. While this option requires more technical expertise, it is often unnecessary for most users. Installing Nextcloud on a home computer is easier and still offers many benefits. The only limitation is that when you turn off your host device, synchronization between devices will cease. However, new files can still be uploaded and will sync once the host is powered on again. For reference, I only activate my host once a week.

Regardless of the choice you make, you will also need to acquire a domain name (for example, from namecheap.com) to access your host.

Next, let’s proceed to the installation. A user-friendly version called Nextcloud all-in-one includes a step-by-step guide available here:

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You will need to utilize the command line for one or two steps, but the rest of the process occurs via a user interface. Some adjustments to your router settings are also necessary, which are outlined in the installation guide. For additional support, you can find helpful YouTube videos tailored to your specific setup.

Using Nextcloud

During the installation process, you will create an admin account for logging into your cloud. You can access it directly via the hosting website or, preferably, by installing the Nextcloud apps on your mobile, tablet, or desktop devices and logging in with your admin account (these installations require no coding, command-line input, or Docker). Subsequently, you can add, delete, and update files directly from the clients, providing a user experience similar to other cloud-based storage solutions.

Tag-Based (Cloud) Storage with Paperless ngx

Another effective way to manage your static files is by utilizing tags instead of folders. The limitation of folders is that they are hierarchical and restrictive; a file can reside in only one folder at a time, requiring you to choose its location. In contrast, assigning multiple tags (consider these as contexts) to files allows for various visualizations. For example, you can filter and display all files tagged with "invoice," "business," and "customer B," eliminating the need to navigate through deeply nested folders.

Introducing Paperless

Paperless-ngx is an excellent tool that enables this tagging approach. It also allows for rapid searches not only by filename but also by content. For instance, if you want to locate a bill from 2016, you can perform a text search for the amount owed and find it quickly.

I recommend exploring their demo environment to determine if it suits your needs.

Installing Paperless

Like Nextcloud, Paperless is free and open-source and operates within Docker. Thus, installation is quite similar. However, unlike Nextcloud, it does not need to be cloud-based and can be run locally on a personal computer. I run it locally, but you can also choose to run it in the cloud for multi-device access.

Here’s the documentation for installing the Docker image; I suggest using the "docker script" method for step-by-step guidance in the command line. Again, you may find YouTube videos helpful for additional assistance.

Installation Documentation: https://docs.paperless-ngx.com/setup/#docker_script

Using Paperless

After installation, access the website where Paperless is hosted and log in with your admin account. You will enter the application for the first time.

You can manually upload documents by dragging and dropping them into Paperless, but it's more efficient to designate a "consume" folder on your computer. Any file placed in this folder will be automatically recognized and moved to Paperless's inbox.

Once in the inbox, you will begin processing new documents, which involves:

• Editing the title and date (if necessary)
• Identifying the correspondent (e.g., tax authorities, municipality, or a friend)
• Selecting the document type (I categorize them as Contract, Notice, Receipt, Invoice, Medical file)
• Assigning appropriate tags (I use tags such as Insurance, Medical, Personal, Fiscal quarters, Business, House)

Another fantastic feature of Paperless is that not all of this processing needs to be done manually; built-in machine learning can automatically assign tags based on document content.

Once you’ve processed your inbox, finding the required information is straightforward. The OCR functionality allows for free-text searches on all document contents. Additionally, you can establish "views" with predefined filters. For instance, I have a view that displays all documents categorized as "Receipt" with tags "Q1 2024" and "Business," providing a necessary overview for my quarterly taxes.

Below is a visualization of the various view options available in Paperless.

Fallback & Backup Protocol for Static Documents

In addition to having accessible and independent storage, it’s crucial to perform regular backups to prepare for any mishaps. Computers can fail unexpectedly, and you want to be able to resume where you left off. Fortunately, both Paperless and Nextcloud include backup/export commands that simplify this process:

• Paperless Backup Documentation: https://docs.paperless-ngx.com/administration/#exporter
• Nextcloud AIO Backup Documentation: https://github.com/nextcloud/all-in-one?tab=readme-ov-file#backup-solution

If you manage files using consumer cloud providers like iCloud, be aware that they typically do not maintain automatic backups or version histories for your static files. Therefore, it’s highly recommended to periodically create your own backups.

When you're ready to back up your files, follow these steps to ensure their safety:

1. Acquire at least two external SSDs (solid-state drives). SSDs are more reliable and quicker than traditional HDD drives. I recommend the SAMSUNG T7 Portable SSD, 1TB.
2. Secure both SSDs with strong passwords.
3. Once a week (or month, depending on the importance and size of your backups), export a complete backup of all static files to one of your SSDs.
4. To prevent your SSDs from filling up too quickly, retain only the five most recent versions of your backups, deleting older ones.
5. Once completed, take the SSD to a secure physical location outside your home, such as a work locker, safe deposit box, or a friend’s house. Store your other SSD at this location, simply swapping them out. By maintaining two copies in separate locations, you mitigate the risk of loss due to fire, flooding, or theft.
6. Repeat steps 3 through 5 regularly.

Final Thoughts

Data management and security are complex and continuously evolving topics. I welcome your feedback on two key aspects: a) the clarity and comprehensibility of the content, and b) any suggestions or corrections to the methods presented. Your insights will help ensure this document remains accurate and beneficial. Please share your thoughts in the comments, as I aim to refine and enhance it over time. Thank you!

My Upcoming Book — 4 Acts: Understand, Choose, Do, Learn.

The way I approach data management exemplifies my desire to find and apply tools that enhance my effectiveness. This aligns with my broader passion for learning and writing about optimizing personal productivity. I am currently working on a book that compiles my perspectives on this subject, titled The 4 Acts: — 1. Understand 2. Choose 3. Do 4. Learn — now available for proofreading. If you're interested in reading it and sharing your thoughts, please email me at [email protected], and I will gladly send you a digital copy. For more information about the book, this webpage outlines its objectives and benefits.