It is extremely complicated and of no use to anyone else.
But here’s a sketch of it…
I’m using Obsidian (from https://obsidian.md/) to manage a large collection of folders and files. The collection is stored within my iCloud space, so I can use the Obsidian app on any of my devices.
I have a system for organizing people and recordings (and anything else I need to store). For example, you are
4c1ca6 and your PodTalk episode is stored as
3.220722b …but to find you I simply start searching for “c-h-r-i” and you appear. There are ~500+ people, and nearly as many audio recordings “in” this system.
On a large file server I keep archives by project. Under the Podtalk Podcast, there’s a folder
2022/202207/3.220722b/ wherein I keep everything related to that specific episode. I don’t go searching in that file server. I head there only after I know I’m looking for
3.220722b. (I could search the file server, it’s just much slower than Obsidian.)
Files for people have information like when I last spoke to them, what medium(s) they are active on—so I can figure out where I last spoke with them. I keep notes (“try me again at the end of summer…” and any research material, etc.) for each person. I write my notes in a certain format that is also parsable by software I wrote.
On certain days, one of my computers emails me a list of people who I should follow up with. It looks through everyone, knows who are guests I’m working on, when I last communicated with them, how long I like to wait between comm’s, etc. Links in the email pop Obsidian open to each person’s file.
I have a file (also in a particular format that I can work with which software can parse too) for every recording I’ve done. Lots of details, which show, date recorded, is it yet published, episode title, article written, pull quotes done, and did I blog about that particular recording. Again, custom software prods me weekly by picking one randomly that I could blog about.
There’s much more. I have tools that quickly create files (and folder structures, picking a new “address”) for people, and for recordings. So when I’m working (“oh, that person is super interesting…”) I can quickly add people and recordings to my collection/work-flow.