TLDR at the bottom

Hello everyone, I wanted to get some opinions from other people on a topic that is quite important to me. The organization of my digital book collection.

I know many people will say to just use calibre when asked how to organize ebooks, but I think this is not really a complete answer.

With this post, I thought I'd share my approach to organization, explain its reasons and quirks, and hopefully hear how other people manage their libraries. Maybe you guys have some good ideas for organization which I can copy ;D

Columns in calibre

As probably most other people do, I am using calibre nowadays to manage my library and its metadata. One thing that calibre lacks in its default library setup in my opinion, is a way to group books together that may not be part of the same series, but are part of the same universe.

For this purpose, I have added 2 additional custom columns which I call "World" and "World Index". As an example, take the Shadow and Bone trilogy by Leigh Bardugo. It's a standalone series which takes place in the so called Grishaverse. Other series in the Grishaverse are the Six of Crows and the King of Scars series.

To organize these series in my library, I will use the default series column for the book series and fill the custom world column with "Grishaverse". My World Index is basically an arbitrary number for sorting purposes. In the beginning I tried sorting books in chronological order with it, but quickly determined this isn't feasible for more complex series. Nowadays it's a bit more relaxed and basically constitutes my recommended reading order.

Export to my E-Reader

This is probably the part where most people will shake their head at me. I do not use calibre to manage the books and metadata on my e-reader (a Kobo Clara 2E). The reason for this, is that my e-reader only groups books together by series, but I want them grouped by world.

So instead I connect calibre to a folder and send the books there. The books are exported in the following scheme:

World/World Index; Series #Series Index - Title - Author

My kobo has a plugin called Autoshelf installed, which when activated will automatically create collections on my device based on the folders the books are stored in and fill out metadata information using regex to parse it from the filename.

Things I currently don't like

Most things I dislike about my current setup come about due to calibre.

One thing I still miss from calibre, is the ability to add a single book to multiple series. Although it's rare, I have come across some books which are like this and did not fit into my library properly.

Another problem I have is that I like to store all my media on a NAS and manage it using tools hosted on my server. This is not possible with calibre and while people have stored their databases on a network share, it is not a recommended setup since it can lead to database corruption.

I am also missing a sort of auto export feature. Currently whenever I add a new book to my library, I have to manually send it to my export folder so that it has the correct filename and folder structure for my e-reader to handle. When I update the title or other metadata, I have to delete the book from that folder and resend it.

My final issue is with the kobo software/the autoshelf plugin itself. My previous device was a tolino, which natively supported collections based on folders. This is not the case on kobo, which instead wants to rely on embedded series metadata. This would obviously not work for my approach which is why I need the Autoshelf plugin mentioned above. While the autoshelf approach works, it can only group books which have already been imported and the process is only triggered when the connection to a PC is disconnected.

This means, that I have to plug my device in twice, first to transfer the books and let them be imported and a second time to trigger the autoshelving process.

TLDR

My books are managed using calibre. Custom columns are added to enable additional groupings by world and reading order in case there are multiple series playing in the same universe. Export to my kobo e-reader is done manually to keep the world groupings using the Autoshelf plugin.