You opened your Documents folder and there are 4,200 PDFs. Some are named `scan001.pdf`, some are named `final_v3_USE_THIS.pdf`, and a worrying number are just `document.pdf`. You are not alone.
A PDF library only needs three folders. Get those right and the rest is just habit.
Folder 1: Inbox
Every new PDF lands here. Email attachments, downloads, scans. The inbox should never have more than 30 files in it — if it does, you're behind on processing. Process daily or every other day.
Processing means: rename it, decide what it is, move it on. Keep Flint's document workspace bookmarked for quick edits before filing.
Folder 2: Working
Anything you're actively editing, signing, or sharing lives here. Sub-folder by project if you want, but resist the urge to create a deep hierarchy. Two levels deep is the limit.
When a PDF in `/Working` becomes 'done' — signed, sent, finalised — it moves to `/Archive`. The working folder should be small enough to scan visually in a few seconds.
Folder 3: Archive
The graveyard for finished PDFs. Organised by year first, then by category — `/Archive/2025/Contracts/`, `/Archive/2025/Statements/`. Year-first means old data stays old data and current data is always at the top.
Files in archive are read-only by convention. If you need to edit one, copy it back to `/Working`, edit there, archive the new version.
Naming makes the system work
All three folders use the same pattern: `YYYY-MM-DD_<context>_<doc-type>.pdf`. Dates first sort chronologically. Context makes things findable. The whole system relies on this — no convention, no library.
For batch renames of old chaos, edit the PDFs and rename as you go. Don't try to fix the past in one weekend; fix as you touch.
FAQ
What about cloud sync?
Use whatever you already pay for — Dropbox, OneDrive, iCloud, Drive. The three-folder structure works identically across all of them. The library is location-agnostic by design.
How deep should sub-folders go?
Two levels max. `/Archive/2025/Contracts/` is fine. `/Archive/2025/Contracts/Acme/Q3/Round-2/` is not. Deep hierarchies hide files; flat folders force good naming.
What if I have specialist folders like Tax or HR?
Treat them as categories inside `/Archive`: `/Archive/2025/Tax/`, `/Archive/2025/HR/`. The structure is the same; the labels just match your life.
Should I tag PDFs?
Optional. On macOS, Finder tags work well. On Windows, file properties are clunkier. Tags help find cross-cutting themes ('all client onboarding PDFs across years') but aren't essential.
The best PDF library is the one you'll actually maintain. Start with three folders this weekend. Open Flint and process the first 20 files in your current chaos — the system clicks fast.