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• Archiving outdated materials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• archive/ (26 files): Historical documents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

Determine category

• What domain does this belong to?

• Is there an existing subdirectory?

• Should this create a new category?

Choose location

• Active work: appropriate subdirectory

• Reference material: archive if not current

• Project-specific: under projects/

Name appropriately

• Follow naming conventions

• Make it searchable

• Include version/date if relevant

Add metadata

• Frontmatter if structured

• Clear headings and sections

• Links to related documents

Update parent WARP.md

• Add to contents list if significant

• Update last modified date

• Note any structural changes

Finding Existing Notes

Search Strategies:

• Check relevant subdirectory first

• Use grep for keyword search

• Check WARP.md files for overview

• Look in archive/ for historical content

• Cross-reference related areas

Search Commands:

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:

• Review and update WARP.md files quarterly

• Archive completed projects

• Consolidate duplicate information

• Remove outdated materials

• Update cross-references

Archiving Process:

• Identify completed/outdated content

• Move to archive/ with date prefix

• Update any links pointing to archived content

• Document archival reason in WARP.md

• Consider creating summary if extensive

Cross-Referencing

Link Patterns:

• Relative links within notes: text

• 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

Title

Overview

Brief description and purpose

Contents

• Section 1
• Section 2

Key Information

Main content organized logically

Related Documents

• Related item

Status

Current state and next actions

WARP.md Template

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

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