photo by redjar

We had a question sent to us about how to set up an efficient and easy filing system, without wasting your time, money, and sanity. 

I am going to try to tackle this one, and hopefully it won’t  be as overwhelming as it can seem.   My mom helped me to get my filing cabinet set up and I am going to go back to the basics that she taught me. 

Step One - before purchasing anything, sort papers into categories.  You will know how many categories you have to file and can then purchase the right amount of hanging folders, manila folders, labels and can figure out what size cabinet you will need.  Before I set up the cabinet I have now, I used a plastic crate with hanging folders, let me just say that a cabinet is much easier.  The files do not get dusty and they are all contained into one piece of furniture – as opposed to multiple crates or boxes that you need to make room for. 

Step Two - Keep active and non-active papers separate.  Keep and file paperwork that will not be outdated or is something that you would not be able to find online.

Step Three - Once you have the categories, make the labels and keep them simple and easy to remember.  If you have a few folders for medical, keep it easy -

MEDICAL – LEAH, MEDICAL – TOM, etc. 

For the vehicles -

INSURANCE – VOLVO, INSURANCE – TOYOTA

REPAIRS  – VOLVO, REPAIRS – TOYOTA

For personal papers – BIRTH CERTIFICATE/SS CARD/PASSPORT – LEAH,  BIRTH CERTIFICATE/SS CARD/PASSPORT – JACK. 

Each person should have their own file folder.  This makes papers easy to find when you need them.  I have a separated school folder for each of my children, school handbooks, yearly schedules, teacher info, etc. 

Step Four - If you need to make sub-categories, do it!  Example, PAY STUBS is the main category, but each place of employment (past and present) should have it’s own file. 

Step Five - Keep on it!  Have a folder or box that you put papers in when you receive them and once that is full, file them! 

Step Six - Clean it out!  Go through annually and shred anything that is outdated or what you do not need. 

Step Seven - Keep it Simple!  The easier you make it, the more committed you will be to using it and keeping to it! 

Hope this helps get your new year off to an organized start!

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