We hear a lot of complaints when it comes to filing paperwork--and we're not excluded from the rabble rousers either. It's boring and paper takes a while to process--especially if you let the piles build up. But we're suggesting keeping it simple with a couple filing tips...
When you're creating a filing system or reworking one you've already got, you want to keep it as simple as possible. Our first rule is to never overdo it when it comes to organizing--too many systems equals confusion and ultimately defeat. To circumvent this hurdle we've come up with a few tips to make filing easy.
- Overdoing File Folders
We've seen quite a few clients make their system hard to navigate by using a regular file folder and putting it inside of a hanging file folder. Not only does this create more paper in your filing system leaving you with little room to maneuver, you end up losing your important papers because they get lost in the multitude of folders within folders you've set up.
- Use Generic Labels
Instead of having 5 different folders for each credit card (ie; Citibank, Wamu, etc) use the generic name "Credit Cards" for that particular file folder. Because we only ever retrieve 20% of what we file, chances are you won't ever have to go looking for your statements again. By making categories generic, we've created less work on the front end (meaning your filing gets done) and more work on the back end. But since we probably won't need to go looking for the paperwork again, that's a small chance we're willing to take.
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Comments (12)
That picture is like OCD porn... Hubba hubba.
I disagree completely on hanging folders - they make life so much easier, since they glide around on the hanging file folder rails and make it easy to manipulate things.
Even the paper is color coordinated in the trays. This is not reality and if it is - it needs medication.
It's not the hanging folders that are the problem - it's putting manila folders in the hanging folders, thereby creating clutter within an organized folder. I think the point is to pick one or the other and stick with it. That said, I think both systems have advantages, but I tend to hang at work and stand up at home.
My paper flow has been vastly improved by filing non-reference materials by date instead of subject. It makes the filing itself a breeze, and if I'm looking for a bill or receipt, I've never had to look in more than two or three month's worth of folders. It's quicker to find the bank bill in a month's worth of assorted paper than it is to find a particular month in a folder full of bank bills.
three words... noguchi filing system.
You could always just scan your documents and same them on your computer.
- easy and fast to search
- keyword searchable
- easy to backup
The scanning might take a bit of time but if you've got time to think that much about how you can mess around with your filing system, you've got time to scan your bills/documents.
I do manilla folders inside a hanging folder. I work in an office, and thats how its been done in all of the 4 different offices i've ever worked at. Its never occured to me to do it differently as its really not a big deal. I can pull out the manilla folder if I need to retrieve something and the hanging folder stays in its place. easy peasy.
To save space in my file cabinets, I scan all statements into .PDF format after one year and then shred the hard copies. Rarely have I needed to go back and find something. And if I do, it's much easier to pull out the CD-ROM from 2006 than going through tons of paper in the cabinets.
The only problem with filing them on your computer is that there really, truly are some things where you have to keep the originals. It's good to keep your original documents for mortgage stuff, etc.
My filing system is mostly paperless at this point. For the few things I have to keep a hard copy of, I just store them in a large yellow envelope.
yes, i SCAN EVERYTHING but the truly necessary paperwork like closing docs, birth certificate, etc.
just don't forget to back up the data onto external drives!