Finding the Right Filing System

The biggest problem clients contact me concerning is paper clutter. They want to know how to file it, what to keep, and how to prevent collecting more piles. Finding the proper filing system is a crucial step in tackling paper clutter. Most of my clients try to make too many file categories causing them to have duplicates and unable to find or remember where they have filed most of their paper. I recommend my clients first look at what they are filing on a monthly basis. This would include your utilities, credit card statements, home loan or rent. If you pay any of these online then you do have less to file. If you have just a few monthly bills you receive, why not put them all together. Consider having a calendar filing for these versus putting them in individual file folders. You will have 12 file folders and never have to change them. Next, many of my clients collect articles about their hobbies. I call these resources. Ask yourself, if you need information concerning your hobby, where do you go first, a file folder or the internet? Many individuals go to the internet for the most up to date information. Remember, 80% of paper kept is never looked at again. Do you need all the resources you have kept? If so, keep the filing simple to keep up with it and be able to find those important articles. Many permanent files you should keep are medical records, social security cards, birth and death certificates, marriage and divorce papers, military services papers, and taxes. These may have separate files if you have multiple members in your family. If you only have 2 or 3 family members, then combine social security and birth certificates. Try to find a similarity in the categories and combine. Place the files you very rarely access in the back or the bottom file drawer. Taxes should be kept for 7 years. Ask your tax preparer if you think you have an unusual tax situation. School or child care causes filing confusion for many of my clients. Children bring home so much. I do not recommend filing their art work in your filing system. It would take up too much room and much of it would not fit. Instead, get a folder and pick the nicest at the end of the year, or take pictures. The simpler the filing system, the more likely you will keep up with the filing in your home. Put it on your schedule to file on a regular basis and this will eliminate the file piles I often see.

Filing Made Simple