Your `/Working` folder has 200 PDFs. Most are 'done' but you haven't gotten around to archiving them. The folder is no longer useful for finding anything actively in flight.
Three triggers tell you when a PDF moves to archive. Apply them weekly.
Trigger 1: It's signed
Once a PDF is signed by all parties, it moves to archive. The signed version is the final artefact; there's nothing more to do with it in the working folder.
Specifically: `/Working/<project>/` → `/Archive/Contracts/<year>/`. Five seconds of moving; permanent removal from your active workspace.
Trigger 2: It's been sent (and you won't iterate on it)
For deliverables — proposals, reports, decks — once sent and not awaiting feedback, archive. If feedback is expected, leave in working until the feedback comes in.
The test: 'Will I touch this file again in the next two weeks?' No → archive. Maybe → working.
Trigger 3: It's finished and dependent files are done too
Some PDFs are part of a sequence — a brief that feeds into a contract that feeds into a deliverable. When the whole sequence is done, all PDFs from it archive together.
Group-archive moments are good for catching residual files. The whole project moves to `/Archive/Projects/<project>/` in one operation.
The weekly sweep
Friday afternoon, scan the working folder. Anything matching the triggers gets archived. Five to ten minutes of work; keeps the working folder usable.
Without the weekly sweep, working folders accumulate. With it, they stay relevant.
FAQ
What if I might need to edit a signed PDF later?
Archive the signed version; keep the source document (Word, Notion, etc.) in working if you anticipate edits. Edits create new versions or amendments.
Should I archive drafts?
Drafts move to `_drafts` subfolder during work, then get archived (or deleted) at project end. They're not part of the main archive structure.
What about deliverables awaiting client feedback?
Stay in working until feedback is received and addressed. Once the deliverable is accepted (or the project closes), archive.
How often should the weekly sweep happen?
Weekly is right for most. High-volume PDF roles might benefit from daily; very low-volume from monthly.
Three triggers, weekly sweep, clean workspace. Move your next finished PDF in Flint to where it belongs.