Cataloging drives and folders

Cataloging an archive drive

Updated 2026-10-01 · 3 min read

An archive can be offline and still be findable if its inventory is kept current.

The useful distinction

Create one catalog per archive drive, record the date in the display name, and rescan when you add a final batch. The folder browser makes the catalog useful even when you remember a category rather than an exact filename. Treat the catalog as a finding aid: it cannot prove that an offline file is readable today.

A careful workflow

Open Catalog… from Everywhere’s menu bar item and add the drive or folder that matters. Let the first catalogue finish, then search by filename and browse the recorded folder tree. When the source is disconnected, the catalogue remains available and results are labelled offline so you know why opening the file requires reconnecting the drive.

Keep the original drive unchanged, use a clear catalogue name, and rescan after a large round of changes. Catalogues are for the places you choose; they do not silently turn a whole-Mac search into a second scan.

Common questions

How often should an archive be rescanned?

After material changes. A catalog reflects its last completed scan, not future additions.

Can I forget an archive later?

Yes. Forget removes the catalog entry from Everywhere; it does not delete the archive drive or its files.