A Personal Journal Folder Structure To Last a Lifetime
For Linux, Mac, Windows, iPad, Android tablet... the works.
A digital journal rarely dies because the writer runs out of thoughts. It dies because the container betrays them. An app gets sold. A password stops working. A phone gets replaced. The memories still exist, but the handle on the door snaps off.
A journal folder structure doesn’t play that game. It’s the boring old file cabinet, except it rides in a pocket, syncs across devices, and doesn’t care if the entry was typed on Linux, a Mac, a Windows laptop, an iPad, or an Android tablet.
For anyone who likes the “digital notebook” vibe (the kind a site like YonkeyDonkey doesn't), this setup stays readable when the years stack up and the tools change.
Why don't we like it? Because we're old as hell, stuck in the past, don't like this new stuff, but especially because we invested a shitload of money in Tomoe paper and all kinds of expensive fountain pens and inks. Sue us.
The rules that keep a journal readable in 2046
Most journaling systems die from being too clever. Too many buckets. Too many tags. Too many little tricks that feel smart for a month, then turn into a mess.
This one survives because it’s boring on purpose.
Rule 1: Dates go first. Always.
No moods. No projects. No “final-final-v3.” Use ISO 8601, YYYY-MM-DD. It sorts right on every system, and it always will.
Rule 2: Filenames must behave on Windows.
They do. Swallow your pride and stop cursing. We hear you, and we know that OS isn't Nirvana, but remember that different people have different needs. So, skip colons, slashes, and weird characters. A journal file should move between devices without a tantrum.
Rule 3: Put meaning in the folder path, not inside a locked app.
Plain files (Markdown, TXT, PDF, JPG) can be opened without a subscription. If the app disappears, the journal still stands there, breathing.
Rule 4: One root folder.
One place to sync. One place to back up. One place to find things. Call it Journal and keep walking. You want to call it "My Journal?" Sigh. Yeah, ok, go ahead but with an underscore: My_Journal not My Journal, because "compatibility."
This is not a quirky preference. It matches common guidance on file naming and folder structure, consistent names, predictable locations, less pain when it’s time to locate something later.
They’re dug up from the bone yard, pieced together in the dark when the rest of the world is asleep. They cost something to tell.
If you want to keep the lights on in this place, if these words are worth more to you than a cheap cup of coffee, then step up. Don’t just be a ghost passing through. Become a member. Keep the ink flowing.
Copy-and-paste templates that stay sorted a cross devices
Folder tree template (simple, not precious)
Use this as-is. Make it in Finder, File Explorer, Files app on iPhone/iPad, Dolphin, Thunar, Konqueror, Nemo, Nautilus, Krusader, Midnight Commander on Linux. Jesus, how many file managers do you need on Linux?
Journal/2026/2026-01/2026-01-21 Journal.md2026-01-21 Photos/2026-01-21 Scans/
A few notes that actually matter:
- Year folders keep the top level clean.
- Month folders stop the 365-file pileup.
- Daily files are visible at a glance.
Filename patterns (the handful that cover most of life)
Base format for a normal day:
YYYY-MM-DD Journal.md
If a day gets split into multiple entries:
YYYY-MM-DD HHmm Journal.md(24-hour time, no colon)
If a day needs separate topics:
YYYY-MM-DD Topic.md(short topic, title case, keep it calm)
For attachments:
YYYY-MM-DD Photos/YYYY-MM-DD Scans/- Inside those folders, keep attachments dated too.
A quick reference table keeps it tight:
| Use case | Pattern | Example |
|---|---|---|
| One entry per day | YYYY-MM-DD Journal.md | 2026-01-21 Journal.md |
| Multiple entries | YYYY-MM-DD HHmm Journal.md | 2026-01-21 2215 Journal.md |
| Topic note | YYYY-MM-DD Topic.md | 2026-01-21 Dream Log.md |
| Photo folder | YYYY-MM-DD Photos/ | 2026-01-21 Photos/ |
| Scan folder | YYYY-MM-DD Scans/ | 2026-01-21 Scans/ |
This lines up with basic file naming convention best practices, keep dates consistent, separators consistent, and don’t get cute.
Concrete filename examples (take them)
These examples behave everywhere:
2026-01-01 Journal.md2026-01-01 0730 Journal.md2026-01-01 2245 Journal.md2026-01-15 Dream Log.md2026-02-03 Therapy Notes.md2026-03-22 Job Interview.md2026-05-09 Travel Plan.md2026-05-10 Travel Day.md2026-05-10 Receipts.pdf2026-05-10 Scans/2026-05-10 Scan 01.jpg2026-05-10 Photos/2026-05-10 Photo 01.jpg2026-08-19 Medical Summary Redacted.pdf2026-12-31 Year End Review.md
The goal is not pretty. The goal is findable. Beauty is nice when it's young, this can grow old and not get wrinkled.
When real life gets messy (and it will)
Some days refuse to stay neat. They split. They cross time zones. They drag paper and receipts behind them. The structure needs to take a hit and keep working.
Multiple entries per day: add HHmm, using local time when the entry is written. If two entries collide, add a letter at the end (2026-01-21 2215a Journal.md). Rare, but possible.
Time zones and travel: keep the filename based on the date where the writer is standing. Put the truth inside the entry. First line works fine:
Location: Tokyo (UTC+09)Time zone: UTC-05
The filename stays clean, the context stays accurate.
Redacting sensitive info: make it obvious, not implied.
- Private original:
2026-08-19 Medical Summary.pdf - Shareable copy:
2026-08-19 Medical Summary Redacted.pdf
If privacy is the main issue, a separate root like Journal-Private/ keeps things cleaner than scattering secrets through the same tree.
Tagging system: keep tags inside the entry, not in the filename. Filenames are for sorting, not for self-expression. A plain header works anywhere:
Tags: family, money, insomniaPeople: J, MPlaces: Chicago
If tags need a home base, add a yearly file such as 2026 Tags Index.md, then list tag names with dates under each one.
Scanning paper notes: paper shows up and demands attention. Park it in a known place.
- Use
YYYY-MM-DD Scans/ - Name scans in order:
YYYY-MM-DD Scan 01.pdf,YYYY-MM-DD Scan 02.jpg - If an iDevice is doing the scan, export into the same folder in the Files app
Storage that won’t lock the journal into one company
A journal is a record. Records need backup. Not vibes.
The clean setup uses two layers:
- Local folder on at least one computer (the source of truth)
- Cloud sync folder that mirrors it across devices
Any major sync service works if it preserves normal folders. iCloud, OneDrive, and Dropbox can all do the job. End-to-end encryption is worth considering if the entries are personal.
Apps can still be used as a front end, if they export cleanly. Even apps that brag about multiple-platform support should not be treated as the only vault. The folder is the vault.
Quick checklist and a one-page starter kit
Short checklist (30 seconds, no folklore)
- Pick one root folder:
Journal - Use ISO dates:
YYYY-MM-DD - Avoid Windows-breaking characters (colons are the usual killer)
- Add time only when needed:
HHmm - Keep tags inside entries, not in filenames
- Put photos and scans in date-stamped subfolders
- Keep one local copy and one synced copy
One-page starter kit (copy, paste, start tonight)
- Create:
Journal/ - Inside it, create the current year folder:
2026/ - Inside that, create the current month folder:
2026-01/ - Create today’s entry file:
2026-01-21 Journal.md - At the top of the file, add a small header:
Title:Tags: gratitude, projectsLocation:Daily priority:
- If there are photos, add:
2026-01-21 Photos/ - If there are paper notes, add:
2026-01-21 Scans/ - Once a month, create next month’s folder early. No ceremony.
- Once a quarter, copy the whole
Journal/folder to a second place (external drive, another account). Quiet insurance.
A journal doesn’t need a perfect system. It needs one that doesn’t flinch. With a journal folder structure this plain, the hard part stays where it belongs, on the page.