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How To Set Up A Simple Home Filing System
Find important papers quickly with these tips on how to organize files using cheap folders, ring binders or expanding files, depending on how many documents need storing.
Countless people get frustrated every day trying to find important paperwork buried in drawers, in-trays or under a pile of other papers. Why? Because most people never find time to organize paperwork whether it be insurance documents, tax forms, bills or the more complex contents of a work-at-home office.
This article offers some helpful tips on how to set up a simple home filing system, organizing files so that those all important documents can be found quickly.
How to Organize Information
First, sit down with a notepad and write down all the subjects or categories that will make finding a document simple by assigning each piece of paper to a relevant subject. Suggested categories might include:
Bank statements
Bills – utilities, telephone, other
Medical policies
Retirement
Buying and selling a term life insurance policy
Other Insurance policies – house, car, other
Taxes
Legal
National Insurance
Electrical appliance manuals/warranties
Home
Business
Hobbies
Once the list is complete, the number of files or folders required will be known but not how big each one needs to be, so sorting paperwork comes next.
How to Sort Papers
Allocate a sheet of paper for each subject category and write the name on it. Gather together all documents and paperwork, find a large space (the floor is often the best place) and sort each paper into the relevant section; this may take some time depending on how many months worth of filing has built up!
Try to sort papers within each section as you go along, for example, put bills into date order or layer insurance documents by policy number. Use post-it notes stuck to the edge of a paper where necessary to differentiate between similar documents.
Document Storage
The first two stages will give some idea of the type of filing method best suited to accommodate all the paperwork and the number of file dividers required to separate each folder into sub-sections.
Small amounts of paperwork may only require cheap manila folders or an expanding file; the latter usually comes ready with subject headers and a set of blank headers that can be personalized according to requirements. For most families, however, something a little bigger is needed, if only because an expanding file will soon get full and fall apart.
Ring binders available in bulk packs from online stationary stores like Staples or Office Depot are a good, cost-effective way to organize files but they do have a tendency to break open when too full. Lever arch files with a ring lock mechanism may therefore be better and can hold far larger quantities without any danger of the ring binder opening and all the papers falling out.
A filing cabinet is a good choice for storing multiple files but as most homes do not have space for one, a cheap and effective alternative is to put up some shelves and place the files on the wall within easy reach.
Tips for Keeping on Top of Filing
Prevent the paper mountain from re-appearing by doing the following:
- Within each folder or file, use file dividers to store papers either in alphabetical or numerical order or simply by sub-subject.
- File papers away in the relevant ring binder or lever arch file at least once a week to stop the in-tray or loose paper pile getting out of control.
- Keep desk space clear from clutter and place pens, pencils, highlighters and other stationary in pots or even old mugs; a clean organized desk gives space to sort paperwork easily.
- Avoid hoarding unwanted papers like old insurance policies that are no longer valid; if documents are no longer needed put them in the bin!
Clean and Tidy Filing Systems
Never waste time looking for that all important document again. Just spend a few hours organizing a home filing system with ring binders, lever arch files or other cheap folders bought in bulk so that papers can be found just by delving into the relevant file.
