Rethinking MY PKM: How I Organize Everything In Obsidian

Core Principles and Structural Framework

• The personal knowledge management (PKM) system is structured around six core principles and 14 distinct components, each designed with a single, clear purpose to maintain simplicity 0s.
• Minimizing friction is a priority, achieved primarily through the use of Templater, Dataview, and various other automation tools 1m15s.
• The system operates within a "Brownfield reality," acknowledging that the vault contains legacy data from previous systems, multiple tools like Evernote and Roam Research, and archived files dating back to the 1990s 1m35s.
• Files are kept in their original locations to avoid the potential for broken links, rejecting the practice of moving files between folders upon project completion 2m25s.
• The LATCH framework—standing for Location, Alphabet, Time, Category, and Hierarchy—is applied to all information to maximize findability through multiple organizational dimensions 3m5s.
• A deliberate effort is made to link every file to the broader graph, a strategy adopted after discovering hundreds of orphan files that lacked connections to the rest of the system 3m45s.

Folder Management and Namespace Strategy

• The folder hierarchy is intentionally kept lean, though some legacy folders remain due to the practical difficulty of moving large volumes of files, such as an archive containing approximately 4,500 files and 1,000 subfolders. 0s
• Folders are conceptualized as namespaces rather than physical storage locations, allowing for structured organization through link paths. 25s
• Creating links using a namespace path, such as "people/author/name," allows for the categorization of entities like authors even before the actual file is created, effectively utilizing ghost links. 35s
• Folders serve as a mechanism to manage Obsidian Sync settings, enabling the exclusion of large files like videos or voice recordings from synchronization while still keeping them within the vault. 1m15s
• A new naming convention for folders using a year-month-date format has been adopted to establish chronological order for project files, making them easier to locate. 1m45s
• Obsidian settings are configured so that new notes are created in the same folder as the current file by default, unless a specific namespace path is typed out to place the file elsewhere. 2m15s
• Attachments are stored in a subfolder within the relevant topic folder to ensure that notes and their associated illustrations or files remain closely connected. 2m35s

Tagging and Visual Graph Configuration

• The current organizational strategy aims to use only one tag per page, with rare exceptions related to specific stylistic choices or data management needs. 3m5s
• Tags assigned to documents in Obsidian are used to determine the visual appearance of nodes within Excalibrain. 0s
• Specific icons and color schemes are applied to different file types, such as maps of content, people, books, and drawings, based on their associated tags. 12s
• Excalibrain settings allow for the configuration of prefixes, background colors, and text colors for each specific tag used in the vault. 35s
• A color-coded system is utilized to categorize information, where specific color ranges represent different types of entities, such as consumed media, people, or legal entities, to improve graph readability. 1m15s

Ontology and Relationship Mapping

• Ontology is defined in Obsidian using Dataview fields followed by double colons to describe the nature of relationships between files. 1m38s
• Excalibrain displays these defined relationships on the graph, categorizing them as parent, child, or friend connections. 1m50s
• An ontology suggestor feature in Excalibrain can be triggered by typing triple double colons, which provides a list of pre-defined relationship types. 2m15s
• The system includes settings to manage, register, or exclude specific ontologies to maintain technical organization within the vault. 2m35s
• Hotkey combinations can be configured to activate the ontology suggestor, allowing for the filtering of specific relationship types, such as lateral or friend links. 2m50s

Graph Structure and Component Reuse

• The organizational system centers on a primary document, with lateral links, parent links, and child nodes arranged around it to define the structure of the graph 0s.
• An ontology is used to specify the placement of items within the graph and to define the relationships between notes, which are implemented using Dataview fields and visualized through Excalibrain 0s.
• Embedding items into an Excalibrain storyboard creates connections between notes; for instance, embedding a calendar icon in multiple locations links those notes to broader topics like time and calendaring 15s.
• Atomic nodes and transclusion are utilized to reuse components, such as icons or check marks, across different documents 42s.
• Reusing visual components like check marks can provide unexpected contextual linking, allowing navigation between disparate topics like evaluating evidence and book notes 42s.
• Excalidraw drawings can be deconstructed into sub-drawings, a methodology that emphasizes reusing components rather than redrawing them to facilitate linking 1m15s.

Content Embedding and Transclusion Techniques

• Consistent section naming across different types of notes, such as using a "summary" section in both articles and book notes, simplifies the process of embedding and referencing information 1m25s.
• Transclusion allows for the quick embedding of specific sections, such as a summary, into daily notes by referencing the source note and the specific section header 1m25s.
• Quotes are managed by assigning a consistent block reference, specifically the letter "p," to any quote worth referencing, which enables easier retrieval and identification of quotes throughout the vault 1m55s.
• There is a functional trade-off between embedding files via references and creating larger, single-file notes when organizing information. 0s
• Notes can be kept simple by typing content directly into a file, or they can be expanded by transcluding material from other locations, such as an input folder, using block references. 0s
• Breaking content into separate files and using embeds is preferred when dealing with a large volume of notes, whereas typing topics directly is suitable for smaller amounts of information that may be broken out later if necessary. 25s

Naming Conventions and Template Automation

• Map of Content (MOC) files are identified by a naming convention that begins with an underscore. 42s
• File naming conventions are used to categorize assets, such as book covers, logos, and icons, allowing for easier retrieval through search functions. 55s
• File names typically consist of three parts: the file type (e.g., book cover, logo, illustration), descriptive keywords, and the source of the file. 1m35s
• Specific prefixes are used for different types of notes, such as "Ln" for literature notes, and a consistent date format of year-month-day is utilized to improve searchability. 2m6s
• A template system is employed to standardize document creation, with templates categorized by whether they generate a single line or an entire new page. 2m20s
• Certain templates are designed to automate complex activities, such as the simultaneous creation of folders and multiple files. 2m45s
• Templates are utilized to automate the creation of files and folders, including pre-filled graphical templates for specific tasks via Excalidraw. 0s

Organizational Hubs and Temporal Tracking

• Maps of Content (MOCs) serve as organizational hubs for specific topics, such as sketchnoting, by aggregating links, ontologies, and visual summaries like book lists or YouTube channels. 15s
• Daily notes function as a time-based hierarchy, creating a chronological chain of events by linking consecutive days. 45s
• Geotags, which can consist of latitude and longitude coordinates or physical addresses, are used to organize information by location. 55s
• The Map View plugin allows for the visualization of geotagged information, enabling the tracking of travel history and specific points of interest visited during trips. 1m15s
• An inline ontology using "check-in" and "check-out" tags tracks the duration of events, such as vacations, by linking these timeframes to daily notes. 1m45s
• Daily notes provide a central point for navigation, allowing for the tracking of when specific materials or projects were worked on by linking pages to relevant dates. 2m15s

Task Management and Contextual Aggregation

• Tasks are managed by placing them within the context of specific projects, people, or vendors, ensuring that action items are visible during relevant meetings or work sessions. 2m45s
• Notes for specific individuals, such as Bob the Builder, utilize Dataview queries to display relevant tasks directly on the person's page 0s.
• Templates are designed to include a task section, ensuring that context-relevant actions appear automatically whenever a specific person, project, or topic page is opened 25s.
• Tasks are aggregated across different pages; for example, a page for Mock the dump truck displays actions originating from various sources, including Bob the Builder, Rowly the steamroller, and Project B 45s.
• Three specific tags—"think," "discuss with," and "promised to"—are used for stylistic purposes to categorize actions, though they are not primarily used for searching 1m5s.
• These tags serve as reminders for personal accountability, helping to track items that need to be discussed, followed up on, or addressed during meetings 1m25s.

System Maintenance and Retrieval Methods

• Information organization relies on a combination of Dataview fields, dynamic lists, and embedded Obsidian queries to maintain context 1m45s.
• A "Diagnostics and maintenance" page is used to manage the system, specifically identifying "orphan notes" that have no incoming or outgoing links 1m55s.
• The maintenance page also tracks pasted images, allowing for the cleanup and proper naming of files that were not labeled as illustrations or photos upon creation 2m10s.
• The overall organizational structure aims to provide multiple methods for information retrieval, including location, alphabet, time, category, and hierarchy 2m25s.

Additional Resources and Implementation

• Resources related to the discussed topics are available via a link provided in the show notes, which directs users to xcollegra.com. 0s
• Users have the option to copy the provided content directly into their own Obsidian vaults. 0s
• The page features various links to relevant YouTube videos and articles pertaining to the subject matter. 0s