Filing Fundamentals

Everyone needs filing. I repeat: everyone needs filing. Students, singles, marrieds, employed, SAHMs…we all have paperwork, and filing is the best way to stage and store it.  If you have stacks of paperwork, the first step will be to sort through it, recycle/shred what you no longer need, and then group the remaining papers into categories.

At this point, you are ready to file. Here are the basics to setting up and maintaining a filing system.

DESKTOP/QUICK ACCESS
This is where you should keep paperwork that needs to be acted on within the week. Examples here include bills, paperwork, RSVPs, follow up calls, insurance forms, etc. A great way to manage this is to create action files. These are simple file folders, labeled by type of action required, such as:

• “To Pay”
• “To Read”
• “To Respond”
• “To Call”
• “To Enter”
• “Pending”

Depending on your job and responsibilities, you may have other categories. These folders can be stored in a horizontal or vertical desktop rack. Get one that fits your space and décor.

SHORT TERM
Paperwork in this category is that which you need to reference fairly regularly and is “active” for the current fiscal year. For instance, current school paperwork, medical files, credit card/banking/investment files, church/club/recreation paperwork, and work-related files. These should go into your “prime real estate” filing cabinet, ideally at or very near your desk. If your desk is the kitchen table, this could be a rolling filing cabinet, portable file box, or another filing area which you can easily access (e.g. in a storage bench or ottoman.)

When setting up files, keep a few basic principles in mind:

1. Always put the labels on the back of the file folder. This way, when you open the file you can still see and read the label.
2. Consider using wide file labels (e.g. those that fit 3 to a folder, instead of 5 to a folder) because they are easier to write on and read.
3. Group like files together into categories. For example, all banking and investment files will be in the first tab location, personal files in the middle tab, and work files in the last tab. Another idea is to use colored labels so you can easily find the file you need.
4. For files that will hold a large quantity of paperwork, or bulky items (such as directories or phonebooks), use a “box bottom” hanging folder.

LONG TERM
Into this category falls all paper that you need to keep, and be able to find reliably, but need only periodically. Examples here might include appliance warranties, insurance policies, contracts, old schoolwork, home surveys, etc. As discussed, these should be in labeled folders, grouped by category, but they don’t need to be at your desk. Long term files can be stored in any file box (including a cardboard one, if that’s all you have) in a far corner of the room, under a round table with a tablecloth, in a spare room, or in a closet.

STORAGE
Some paperwork should be kept, even if we hope to never need it. This is primarily tax paperwork, which should be kept for a minimum of 7-10 years (consult an accountant for a specific recommendation for your situation.) After paying your taxes each year, move all relevant paperwork into a box or plastic bin, label it with the year, and put it into a storage location. An attic, basement or crawlspace can work well, but be sure the location is dry.

MAINTENANCE
Once your files are set up, you need to make sure that all incoming paperwork gets put into the correct location. Filing paperwork can seem tedious, but being diligent in this task pays huge rewards. Few things are more frustrating than forgetting/being unable to locate a desperately needed document.

Keep telling yourself  “File, don’t pile!” and make paperwork chaos a thing of the past.