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Document Organization Tips
5 Steps for Simple Filing Systems
- Start with papers on your desktop or other frequently needed surfaces. Resist the urge to start with papers on the floor or stuffed away in boxes.
- Determine the types of papers you receive. This will help clarify the categories you will need. As you sort through the papers, determine what category each paper goes into. Make a pile on the floor with a sticky note indicating each category. Put any papers that require action in a “To Do” or “Bills to Pay” folder. Set them aside and take care of them later.
- Remember the 80/20 Rule. Only 20% of the things we file will ever be needed again. Make a “Toss” pile. Think objectively “will I need to access this again?” If the answer is no or “probably not”, toss it. As you make your way to the papers on the floor or papers stuffed away in boxes, you should be able to toss much more.
- Make categories and systems that are clear to you. There is no rule that you have to use an A-Z filing system. Determine categories that work for you. Keep most used files near the front and easily accessible. Name the files based on what comes to your mind. You may call a file “Automotive” or “Car” or “Nissan” or even “Bob’s Car”.
- Use filing tabs that are all in alignment (right, left or center). Having all the tabs aligned makes it easier to read and look much more organized.
Bonus Tip!
Maintain your system. Set a time every day (or week) to file and maintain your new system. Do a yearly ‘purge’ of your files. Toss any expired or obsolete papers.
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