How to organize a filing system

Before you start, I suggest getting all of your supplies ready. If you’re starting from scratch, you’re going to need: a box of standard hanging file folders, a box of standard hanging file pockets, a box of third cut manila “interior” files, and a box of file labels or a label maker.
The next step is to empty the cabinet completely. Yes, completely. Everything out. This is important as this allows you to see everything that was in there and determine what should and should not go back. You can put everything into a bankers box while you’re going through your files.
To create more space, look for any items that can be tossed, shredded, or archived such as old tax records. Archived files should be placed in a properly labeled Bankers Box and stored somewhere else. If you are storing these boxes in a basement or attic or offsite storage facility, you might consider buying airtight storage bins to protect your archived items from the elements. They cost more but it’s worth it if these documents are important and need the protection.
There are many ways to categorize files, but what I think works best is to break things down into five or six major category sections for easy identification.
I also recommend using different colors of third cut manila files so that it’s easy to differentiate between the different categories. For example, for Active Files use – Red; Financial Files – Blue; Personal & Family – Green; Home & Personal Property – Orange, and Legal and Taxes – Purple.
Each section is then broken down into sub-categories which can be alphabetized. For example, under Active Files (Red files), you might have the following sub-categories: Bills to Pay, To Do List, and Upcoming Events To Attend.
Name your categories or sub-categories according to how you will look for them and try – whenever possible – to use generic folder names. For example, under utilities, name the file “Telephone” rather than “Verizon.” This is so that if you ever switch companies, you don’t have to create a whole new file. Simple, right? One more important tip: avoid vague names for your files. For example, don’t name any file “miscellaneous”! Why? Because it will wind up being a catch-all for all items.
Once you start putting files back into the cabinet, be sure to leave plenty of space so that you can easily find and file documents.
Finally, go through the contents of your files approximately 2-3 times a year. This will help you to stay organized especially around tax season.

The most important thing is that it should be organized in a way that is easy for you and makes sense to you.

Remember to keep it simple!

Tips for organizing important documents

Can you find your important documents when you need them right away? Are they all in one place?

Having your important documents organized and in one place, is, by far, one of the most important areas of your life to have organized.

All of your important documents can and should be stored safely, in one place, to prevent chaos in the case of a disaster or emergency. Take control of your important documents and get them organized before something happens. Put them together in a binder or if you have one, a fireproof/waterproof container. Whatever you choose, make sure that it is accessible and can be easily carried out of the house in case of any emergency.

The following is a list of documents that should be kept together and in a safe place:

Last Will & Testament
Living Trust
Power of Attorney
Healthcare Directives
Beneficiary Designations
Birth Certificates
Adoption Records
Prenuptial Agreements
Marriage License
Divorce Decrees or Separation Agreement
Child Support Documents
Mortgage Papers/Real Estate Deeds
List of All Tangible Personal Property
Most Recent Tax Returns
Military Service Records/Military Discharge Papers
Insurance Papers (The “Declarations” page of your Insurance Policies including, but not limited to, Homeowners, Flood, Earthquake, Umbrella, Life and Term)
Automobile Leases/Vehicle Titles
Employment Contracts/Business Agreements
Contact Information (Friends, Family, Doctors, Bankers, Lawyers, Insurance Brokers/Agents, Business Associates)
Social Security Cards/Passports/Visas
Medical Records for Each Family Member (Including Pets)

Finally, make sure to give someone else, perhaps your attorney or other trusted advisor, a copy for safekeeping.

How to organize mail

Before you start, I recommend having the following supplies available:

shredder
Recycling bin
Trash bin
Calendar
Two trays (one for incoming mail and one for outgoing mail)

I highly recommend setting up a mail station wherever you keep your files.

Keep in mind that there’s really only four options when it comes to incoming mail. You can: Toss it, Shred It, File It or Put it in an action file (ie. To Do, To Read, To Pay, etc.)

If you are not in the habit of going through your mail daily, try scheduling a time in your appointment book or calendar so that you make the time to open your mail every day. This will prevent the mail from piling up.

When going through your mail:

Immediately toss all junk mail.
Shred anything that has your personal information on it that you are not interested in (ie. credit card offers).
File all statements or other mail in their appropriate files (which should be right there next to you)
Any items that need attention should be filed in your Action files. If it is a bill then put it in your “Bills to Pay” file, if it is an invitation, put it in your Upcoming Events file.
inally, don’t forget to put any important dates or due dates on your calendar!

This whole process should take a few minutes. If you take just a few minutes each day, you will ultimately avoid having the mail pile up day after day. It will also avoid needless late fees or penalties from unpaid bills.

Remember to keep it simple!