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note-management skill

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This skill helps you manage a large notes system of 17,000+ markdown files by organizing, searching, and maintaining comprehensive documentation across domains.

npx playbooks add skill sidetoolco/org-charts --skill note-management

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---
name: note-management
description: Specialized skill for organizing, searching, and maintaining the extensive notes system (17,000+ markdown files). Use when creating, organizing, searching, or maintaining documentation across business, personal, and project notes.
license: Proprietary
metadata:
  author: edescobar
  version: "1.0"
---

# Note Management

Specialized skill for managing and organizing an extensive documentation system with 17,000+ markdown files across multiple domains.

## When to use this skill

Use this skill when:
- Creating new documentation or notes
- Searching for existing notes or information
- Organizing and categorizing documentation
- Maintaining WARP.md and context.md files
- Archiving outdated materials
- Cross-referencing related documents
- Establishing documentation standards
- Managing knowledge base

## System Overview

### Structure
**Location**: `notes/` directory (3.3MB, 17,000+ files)

**Main Categories**:
- **Business Operations**: kleva, sidetool documentation
- **Client Work**: proposals, project notes
- **Internal**: team notes, strategy, learning
- **Archive**: historical and merged documents
- **Communications**: emails, email-writer templates
- **Financial**: personal-finance, mel-inversiones
- **Meetings**: meeting notes and agendas
- **Projects**: project-specific documentation

### Key Subdirectories

**Active Business**:
- `kleva/` (27 files): Business documentation, roadmaps, sales materials
- `sidetool/` (33 files): Product documentation
- `proposals/` (21 files): Client proposals and pitches

**Communication**:
- `email-writer/` (75 files): Email templates and drafts
- `emails/` (68 files): Important correspondence

**Strategic**:
- `strategy/` (15 files): Strategic planning documents
- `team/` (12 files): Team coordination and management

**Personal**:
- `personal-finance/` (15 files): Financial planning
- `mel-inversiones/` (9 files): Investment notes
- `learning/` (5 files): Learning resources

**Reference**:
- `archive/` (26 files): Historical documents
- `meetings/` (9 files): Meeting records
- `ogpm/` (11 files): OGPM-related notes

## Organization Principles

### File Naming Conventions
- Use lowercase with hyphens: `sales-sequence-v2.md`
- Include dates for versioned content: `proposal-2024-12-15.md`
- Be descriptive but concise: `kleva-linkedin-campaign-q1.md`
- Use consistent prefixes within categories

### Directory Structure
- Group by topic, not document type
- Keep hierarchy shallow (max 2-3 levels)
- Use clear, self-explanatory folder names
- Maintain parallel structure across similar areas

### Metadata Files
Each major directory should have:
- **WARP.md**: Overview, last updated, contents, status
- **context.md**: Detailed purpose, organization, usage notes

## Common Workflows

### Creating New Notes

1. **Determine category**
   - What domain does this belong to?
   - Is there an existing subdirectory?
   - Should this create a new category?

2. **Choose location**
   - Active work: appropriate subdirectory
   - Reference material: archive if not current
   - Project-specific: under projects/

3. **Name appropriately**
   - Follow naming conventions
   - Make it searchable
   - Include version/date if relevant

4. **Add metadata**
   - Frontmatter if structured
   - Clear headings and sections
   - Links to related documents

5. **Update parent WARP.md**
   - Add to contents list if significant
   - Update last modified date
   - Note any structural changes

### Finding Existing Notes

**Search Strategies**:
1. Check relevant subdirectory first
2. Use grep for keyword search
3. Check WARP.md files for overview
4. Look in archive/ for historical content
5. Cross-reference related areas

**Search Commands**:
```bash
# Find files by name
find notes/ -name "*keyword*"

# Search content
grep -r "search term" notes/

# Recent files
find notes/ -type f -mtime -7
```

### Organizing Content

**Regular Maintenance**:
1. Review and update WARP.md files quarterly
2. Archive completed projects
3. Consolidate duplicate information
4. Remove outdated materials
5. Update cross-references

**Archiving Process**:
1. Identify completed/outdated content
2. Move to `archive/` with date prefix
3. Update any links pointing to archived content
4. Document archival reason in WARP.md
5. Consider creating summary if extensive

### Cross-Referencing

**Link Patterns**:
- Relative links within notes: `[text](../category/file.md)`
- Absolute paths for cross-domain: Full path from `notes/`
- Reference Code repos: `Code/holding/kleva/...`
- External resources: Full URLs with context

**Maintaining Links**:
- Check links when moving files
- Update references in WARP.md files
- Document related materials
- Create "see also" sections

## Documentation Standards

### Markdown Structure

```markdown
# Title

## Overview
Brief description and purpose

## Contents
- Section 1
- Section 2

## Key Information
Main content organized logically

## Related Documents
- [Related item](path/to/file.md)

## Status
Current state and next actions
```

### WARP.md Template

```markdown
# WARP - notes/[category]

## folder overview
Brief description of purpose and contents

## last updated
YYYY-MM-DD

## contents
- Key files and subdirectories
- Major documents

## related to
- Cross-references to other areas

## status
active/archived/under review
```

### Context.md Template

```markdown
# context - notes/[category]

## purpose
Detailed explanation of folder purpose

## organization system
How content is structured and why

## key areas
Major subcategories and their focus

## usage
How to use these notes effectively

## maintenance
Update schedule and responsibilities

## status
Current state
```

## Best Practices

### Content Quality
- Write for future you, not just present you
- Include context and rationale
- Use clear headings and structure
- Add dates to time-sensitive content
- Link to related materials

### Maintenance
- Review regularly, don't just accumulate
- Archive rather than delete
- Update WARP.md files when structure changes
- Keep README or index files current
- Version important documents

### Searchability
- Use descriptive titles
- Include key terms in content
- Add tags or categories when helpful
- Create index files for large collections
- Maintain consistent terminology

### Efficiency
- Template common document types
- Reuse good structures
- Create shortcuts for frequent tasks
- Batch similar operations
- Automate repetitive tasks

## Integration with Other Systems

### Code Repositories
Notes often reference:
- `holding/kleva/`: Active Kleva projects
- `holding/sidetool/`: Sidetool development
- `personal-projects/`: Personal project code
- Link bidirectionally when relevant

### Version Control
- Commit notes regularly
- Use meaningful commit messages
- Tag major milestones
- Branch for major reorganizations
- Document structural changes

### Backup and Sync
- iCloud sync active
- Git provides version history
- Consider export for critical docs
- Maintain redundancy for essential content

## Common Patterns

### Meeting Notes
Location: `notes/meetings/`
Structure:
- Date and attendees
- Agenda items
- Discussion points
- Action items with owners
- Follow-up needed

### Proposals
Location: `notes/proposals/`
Structure:
- Executive summary
- Problem statement
- Proposed solution
- Timeline and deliverables
- Budget and terms
- Next steps

### Project Documentation
Location: `notes/projects/`
Structure:
- Project overview
- Goals and success metrics
- Timeline
- Resources and dependencies
- Status updates
- Decisions and rationale

## Troubleshooting

### Too Many Files
- Use find with filters
- Check modification dates
- Review by category
- Consider consolidation
- Archive aggressively

### Duplicate Information
- Search for similar content
- Consolidate into single source
- Link to canonical version
- Archive redundant copies
- Update cross-references

### Lost Content
- Check archive/
- Search by date modified
- Review git history
- Check related directories
- Look in similar categories

## Related Skills
- Use `context-manager` for large documentation projects
- Use `kleva-business` for Kleva-specific notes
- Use `health-data-analysis` for health documentation
- Combine with agent skills for content creation

Overview

This skill organizes, searches, and maintains a large markdown notes system (17,000+ files). It helps create new documentation, enforce structure and metadata, and keep folders like WARP.md and context.md accurate. The goal is fast retrieval, consistent naming, and sustainable maintenance across business, personal, and project notes.

How this skill works

The skill inspects the notes/ directory, evaluates folder structure, file names, and metadata files (WARP.md, context.md). It suggests locations and names for new notes, runs search strategies (grep/find), and identifies candidates for archiving or consolidation. It also produces WARP.md/context.md updates, link checks, and recommendations for batch operations and version control integration.

When to use it

  • Creating or drafting new documentation or project notes
  • Searching for existing content across large collections
  • Reorganizing, consolidating, or archiving notes
  • Maintaining WARP.md and context.md overview files
  • Establishing or enforcing naming and folder conventions
  • Preparing notes for backup, sync, or version control operations

Best practices

  • Group content by topic, keep hierarchy shallow (2–3 levels) and maintain parallel structures
  • Use lowercase hyphenated filenames and include dates for versioned items
  • Update WARP.md and context.md whenever structure or key files change
  • Archive rather than delete; prefix archived files with date and document the reason
  • Use templates for common document types (meeting notes, proposals, project docs) and include clear headings
  • Automate repetitive tasks: search scripts, link checks, and bulk moves

Example use cases

  • Add a new project note: pick category, name per convention, add frontmatter, and update parent WARP.md
  • Find all recent meeting notes modified in the last week or search by attendee or topic
  • Archive a finished client project: move files to archive/, update WARP.md, and create a summary file
  • Consolidate duplicated content across folders and replace copies with links to a canonical document
  • Run a link-check and update relative links after a folder reorganization

FAQ

How do I pick the right folder for a new note?

Determine the primary topic or owner, prefer existing subdirectories, and choose archive/ only if content is historical or not actively updated.

What metadata should every major folder include?

Each major folder should have a WARP.md (overview, last updated, contents, status) and a context.md (purpose, organization, usage, maintenance schedule).