| So, you're ready to revamp your filing system... There | | | | right-hand side. |
| are so many different ways to manage paperwork | | | | SORTING Once you have the folders for your main |
| that it would be completely impossible to cover them in | | | | categories and subcategories ready, start sorting your |
| such a short article. However, I will share with you one | | | | paperwork. TIPS: Any envelopes need to go straight |
| common filing system that will work for most people. | | | | into your trash bag. If you happened to be saving an |
| Before you begin tearing apart your current filing | | | | envelope for the address, take a moment to jot down |
| system, remind yourself that the main goal of an | | | | the address on your lined paper and then toss the |
| organized filing system is being able to find anything | | | | envelope. Plus, to save space in your filing cabinet, be |
| that you need in five minutes or less. So, if you can | | | | sure to unfold any folded papers. |
| already find things quickly, your current system is | | | | Now, every piece of paper that you touch requires an |
| obviously working for you. But, if it takes you an entire | | | | immediate decision: keep, toss, or shred. Tip: Ask your |
| afternoon to find your child's immunization records, you | | | | accountant about record retention guidelines if you |
| will definitely want to revise your current filing system. | | | | need help in your decision-making process. Finally, |
| MATERIALS REQUIRED: manila file folders (left or | | | | shred any documents that need to be tossed but |
| right cut only), pen or pencil, lined paper, trash bags, | | | | happen to contain valuable personal information (i.e., |
| shredder, memory box or plastic tote | | | | social security numbers). |
| OPTIONAL: hanging file folders or box-bottom folders, | | | | If you come across any sentimental cards or letters, |
| computer labels, label maker, colored standard and | | | | you need to carefully consider how valuable each item |
| hanging folders (see below for color-coding ideas) | | | | is to you. A handwritten note from your |
| PLANNING | | | | great-grandmother likely holds more value to you than |
| Take a look through your current filing system. Jot | | | | the goofy Valentine's Day card that your husband |
| down (on a piece of lined paper) all the filing categories | | | | gave you last year in which he scribbled "Love and |
| that you see. Then, brainstorm any additional | | | | Kisses from Your Hubby." Toss the least important |
| categories that you need but do not currently exist in | | | | items into the trash. Save only the best. |
| your filing system. | | | | FILING Any sentimental item that makes the cut goes |
| Next, group similar categories together into larger, more | | | | into your memory box or plastic tote. That's the limit. |
| inclusive categories and jot these down, along with | | | | Once that box is full, that's it! So, choose your items |
| their respective subcategories, on a fresh piece of | | | | carefully. If you fill your box and are still finding things |
| lined paper. | | | | that you want to keep, you are not allowed to grab |
| EXAMPLE: Life insurance, disability insurance, health | | | | another box! |
| insurance, home insurance, and auto insurance would | | | | You'll need to go back through everything in your |
| be listed as subcategories under the INSURANCE | | | | memory box and get even tougher with your |
| category. For even easier accessibility, you may want | | | | standards. You should save only the things that are |
| to color-code your categories as well. Choose GREEN | | | | most important to you so that you can truly honor |
| for FINANCIAL records, PURPLE for SCHOOL | | | | them. |
| records, and so on. | | | | File all other paperwork into the appropriate folders of |
| Next, arrange your categories alphabetically. And, | | | | your new-and-improved filing system. Now, don't forget |
| finally, label your file folders. Be sure to use simple, | | | | to set aside time each week to file any new (and |
| common, and consistent naming conventions for your | | | | must keep) records that enter your home. Then, |
| folders so that everyone can find what they need | | | | commit to purging your files at the start of each New |
| when they need it. | | | | Year to ensure that your files stay current. |
| EXAMPLE: In my family's home filing cabinet, all | | | | Life is continually changing, so you definitely need to |
| HEALTH records are grouped together. Each main | | | | commit to regular maintenance of your filing system to |
| category has its own BLACK hanging file folder, and | | | | keep up! Of course, if you find that your system is no |
| each subcategory has its own standard RED file | | | | longer working for you, change it! Now you know how! |
| folder. In addition, all folders are labeled on the | | | | |