Only file away what you need. Storing too much can make your system clunky and hard to use. Avoid needless complexity in your file system. Throw away files that you are sure you no longer need.
Avoid making overly detailed sub-categories for your system. For example, “Receipts, Food, Bread” would be far too detailed to be useful. Simply having a category for monthly or weekly receipts might be more appropriate for your filing system. Having a section for clients and then arranging them in alphabetical is an example of an effective level of depth.
Use colored folders to indicate certain categories or sections. Try keeping a handy list of the colors and the categories you have assigned to them. Use a label maker to clearly label your files. Keep track of the cut of your folders. Try using only one folder cut for each category or section.
If you need to store very important documents, consider purchasing a fire proof storage container. Finding the Underwriters’ Laboratory seal on a container can indicate that the container will protect your files for about an hour in a fire with temperatures of 1700 degrees Fahrenheit. For regular files, you may want to purchase a basic filing cabinet. For sensitive or confidential files, consider purchasing a more secure filing cabinet or a safe. You’ll want to make sure your filing container has enough room to hold all of your files. If you have any unusually sized documents, check that they will be able to fit in your storage container. Fore example, legal-sized documents may affect the size of folder needed as well as the storage dimensions.
Take out older documents that you have already sorted. You may want to rearrange them to fit in with the new system that you’re creating. Make sure you’ve got all of your recent documents collected and ready to be sorted.
Active files are documents that you still need to address, reference or otherwise access often. Archival files are documents that you won’t need in the near future, but still need to save.
Legal records with subcategories such as birth certificates, death certificates or marriage documents. Financial documents that cover your past financial summaries, credit card information, credit reports or annual financial summaries. Property records. Personal documents such as diplomas, employment records, health records and insurance policies.
Long term storage can be divided into two further categories: permanent files and “dead” files. Permanent files might include educational documents, employment documents or other important papers that you may still need to access. ”Dead” files are documents that you may not need to access again. Old tax records may fit in this category. Remember, however, that tax returns should be kept for seven years.
Documents that still need your attention. Documents that you still need to read or review. Bills that you still need to pay. Documents that are ready to move into long term storage.
Consider staying consistent within each broad category. This will make your files easier to find. For example, you could have the subfolder for each project contain files like “project documents”, “billing,” and “communications. “[12] X Research source You can also organize folders broadly by year if that seems easier or more relevant to your files. [13] X Research source
Whatever system you use to name your files, just make sure to do so consistently. Once you’ve chosen a system, stick with it; it will be hard to go back and rename all of your files later. [14] X Research source
Occasionally looking for files that are out of place can help keep your system in order. Don’t neglect filing your active documents away in your archival document storage.
Many old financial documents will need to be stored for years. Old budgets, financial statements or annual policies may need to be stored for only one year. Removing old files will create space for incoming documents. Getting rid of files that are not necessary will make it easier to find documents that you do need. The same goes for electronic files. Delete any duplicate, obsolete, or unnecessary documents from previous projects. [18] X Research source
You may want to get rid of categories that you don’t seem to be using. Categories that seem to be overly used may need to be broken down into smaller categories.
