Organizing
Life
Decluttering
8 Steps to a Winning Filing System
When you streamline your paperwork and digital files for easy use and maintenance, it's an organizational triumph
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Laura Gaskill
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Do you dread dealing with paperwork? I know I do. Facing down a mountain of unsorted paper must be among the least appealing household tasks, right up there with cleaning the bathroom — but only once it's gotten out of hand. A streamlined filing system that works well for you is easy to maintain in seconds each day and, best of all, means you will never have to face down a tower of paper again. And since today so much of our record keeping happens online, it is equally important to get those digital files in order.
The eight steps that follow will lead you from paper disaster to a simple, easy-to-maintain, effective filing system that leaves no item unsorted.
eclectic home office by Charlie Barnett Associates
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by Charlie Barnett Associates
by Charlie Barnett Associates
1. Gather all of your paperwork. The first step is to round up all the paper that needs to be dealt with: files, piles, boxes and bins — whatever you've got. Pour yourself a big cup of coffee and dive in, focusing on tossing unneeded paper and sorting the rest into general categories.
It is really important that you do this first, because so often we file and store things we don't need, which only creates more work for ourselves. Sort now and you will have less filing to do later.
modern filing cabinets and carts by The Container Store
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by The Container Store
by The Container Store
Brocade Desktop File - $19.99 »
2. Pick broad categories for your desktop file. Keeping a small file on your desktop is a great way to stay ahead of paper-sorting chaos. The idea is to label your desktop file with a few (no more than 12) very broad categories that you can easily and quickly pop papers into. For instance, you might have files for home, work, finances, personal and to-do tasks.
Think of this as a temporary holding area and get into the habit of using it daily. Once a week or when it's convenient for you, you can transfer the contents of these general files to your filing cabinet.
traditional filing cabinets and carts by Ballard Designs
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by Ballard Designs
Original Home Office 3-Drawer File Cabinet - $229.00 »
3. Choose a small filing cabinet. How big is your filing cabinet? After purging old papers, you will likely find yourself with lots of extra room. Don't try to fill it! With so many of our records going digital now (see step 6 for more on that), it doesn't make sense to store tons of paper. Keep your system small and manageable by giving yourself less space to fill.
modern storage and organization by Office Max
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by Office Max
Brother PT70HK Labeler - $19.99 »
4. Be consistent with labeling. Before getting started, it is important to make a plan for the visual organization of your files. It's not just what goes into them that matters — messy handwriting and a jumble of multicolored folders can actually make things harder to find. If you have nice handwriting, choose one pen to use on all of your labels; if not, get a label maker. You won't regret it!
contemporary filing cabinets and carts by CB2
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by CB2
Felt File Box - $59.95 »
5. Create main files and subsections. Now it's time to get to work creating your files. Take a look at the sections you made for your desktop file and set up the same sections in your file drawer. Then create files for more specific items within each section. For instance, your Home section might include Insurance, Mortgage and Repairs.