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Polly, I've been thinking about the problem since I just got a 16GB SD card for my prs-600 and will be loading a ton of pdf's and others (a lot of technical literature...). How to organize it? Especially with the issue you mentioned of not being able to remember the exact author name.
The search function will be useful if I can remember a word or string of words relating to the book/document.
The other way is with collections (tags in calibre). For fiction, I have favorite authors and own a lot of their works. So I put all those into a collection. Of course, remembering author name is not a problem here. But it's convenient to have everything in one place. The other technique I'm going to use is subject headings. For the technical literature, I'm going to look up the Library of Congress subject heading for a group of books/documents and use those or a modification of them. And for fiction, general genre would help, too: science fiction, mystery, romance, historical fiction, etc.
Collections have their limitations: you can't nest one collection inside another. But given those limitations, they help cut down what one must scan to find something.
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