FILING SYSTEM
By far, paper is the biggest culprit behind (or rather, atop) many a messy desk—or dining table or other makeshift work space. But keeping your paperwork organized is not just about aesthetics. Being disorganized creates extra work and can even cost you money. The solution is simple: Centralize, systematize, and explore going paperless (it’s the greenest option).
Centralize
Leaving papers scattered around the house is a sure way to lose them.
- If the above sounds like you, grab a box or basket and scour your home, car, wallet, purse, and even pockets for paperwork.
- Recycle and shred as warranted, then divide the rest into “to file” or “to do.”
- Once you’re caught up on past paperwork, avoid letting it pile up again with the following schedule.
Systematize
Stay on top of the daily deluge with a purpose.
Mail: Sort daily.
- Immediately drop recyclables into the bin so these never get inside.
- Put items that contain personal information in a to-be-shredded bin—better yet, shred as you go.
- File to-be-kept items (insurance claims, bank statements) in the appropriate folders.
- Note “to do” items (call the doctor, pay the electric bill) in your calendar, then put papers in a designated place.
Bill payments: Sort weekly.
- If you cannot pay bills as soon as they arrive, at least note the due date in your calendar and set up phone alerts in advance—or use a (free) bill-pay tracking spreadsheet.
- To keep track of paid bills, store them in accordion file folders, organized by month rather than by type of bill (for easier recordkeeping).
- Bonus: Go green and sign up for online bill pay through your bank or individual vendors; keep track of the due dates (and opt for push notifications from each payee).
Receipts: Sort weekly.
- Toss any for groceries and other everyday, non-tax-deductible items.
- File the ones you should hold on to—for appliances, medical expenses, and home improvements—in a separate accordion file, also organized by month.
- To really minimize paper, scan or take a photo of your receipts and save them digitally (and toss the hard copies).
Important documents: Sort annually.
- Keep documents that should be stored indefinitely (see page 158) in an accordion file folder, organized by category.
- Make copies of these and other irreplaceable documents (such as deeds, titles, stock and bond certificates).
- Store the originals in a fire-resistant safe or a safe-deposit box.
Digitize
Going paperless has its advantages, both for your house and the environment.
- Scan or take a photo of all to-be-filed paperwork, and store in both a backup external drive and a cloud-based storage system.
- Do this as well for all those random items—collected business cards, babysitter postings, concert fliers—that you collect while out and about.
- Make sure you keep any important originals (see page 158); shred or recycle the rest.