Of course, you have a filing system in place! Except it’s not up-to-date… You got married, had children, bought a house, signed up for new insurance policies etc. but never revisited it or maintained multiple filing systems in parallel. Or you never purged your files and can no longer fit another piece of paper in it so it ends up in a pile or is randomly filed. Sounds familiar?
Use my tried and tested method to refresh your filing system
Well, the truth is, even if you do already have a filing system in place, it’ll be more efficient and effective to start from scratch rather than trying to tweak your existing system(s).
This is how it goes.
1. Gather all the paper in one place
Go through your home and gather all the paper in one place. Don’t forget the paper on your desktop, dining table, kitchen countertops, etc.
2. Deal with one paper at a time
Take one document at a time and decide what you need to do with it:
- Do you need to keep it? No? Put it into a to-throw or to-shred pile.
- Do you need to keep it because you need to act on it? Yes? Write the action in your to-do list. Then, reassess whether you can get rid of the document. If you do need to keep it until you’ve completed the action, put the document into an action file.
- Do you need it to keep it but for reference only? Yes? Put it into a to-keep pile.
This step aims to easily reduce the volume of paper you’re dealing with. In case of doubt, keep the paper for now.
Related: How to write a to-do list that gets done
3. Sort the documents from your to-keep pile into categories
If you have many documents in one category, sub-categorise them. You could have a category for Health records and inside it a sub-category for each family member. Or you could have a category for each family member and inside it a file for Health records, School records etc.
Make sure all the papers face the same way with the most recent one on top. You might realise at this point that you could let go of more paper, for example, the oldest version of a contract.
4. Choose a name for each category
Decide on the name based on whatever words would first come to your mind when you would want to retrieve the file. For example, you may refer to documents related to your car by Your name’s car, or by its plate number, or by its brand and model etc.
5. Label your files
Use sticky notes to temporarily label your files. You may come up with a better name after you used your system for a while.
6. Create a master index of all your files
Indicate the category they belong to, how long you need (or want to) keep them and their location (paper, digital or safety box). Print it and keep it with your files. Give one to your spouse. That way, you’ll not only save time to file or retrieve a document but also avoid creating duplicate files.
7. Store your files
Keep your action files on your desk as you’ll need to access them frequently. Your reference files can be kept in a filing cabinet, or on a shelf in magazine holders or binders.
Whichever option you choose, prefer FILING OVER PILING. Indeed, a pile attracts clutter and makes it difficult to find a document when you need it.
8. Work with your filing system for one week or two
You may want to change the name of a file or move a file from one category to another. Make necessary adjustments, update your master index and use a more permanent labeling system if you wish.
9. Maintain your filing system
Dedicate time weekly to deal with your paper. Purge regularly. If possible, apply the one-in, one-out rule: when you file your latest phone bill on the top, discard the oldest one at the bottom.
Still intimidated by the idea of tackling your paper piles? Well, many people are. But you don’t have to go in it alone. With the right strategy and a little support, you can create a filing system that works for you. Book an exploration chat today and let’s get started!
This post was first published on Diot-Siaci Asia (formerly Expat Insurance) website.
This is so me. Thanks for the great tips Nathalie!
My pleasure Vanessa! I hope my new free guide will help you get back in control of your paper. And I’d love to have your feedback once you’ve been through it. Nathalie
Hi Nathalie, happy to say my filing is now under control! What I found most helpful were your 7 questions to help decide whether or not to keep a paper. I used to file everything to the point where my filing cabinet was bursting at the sides. Now my filing cabinet looks neat and tidy. Thank you!
I’m so glad to hear it helps Vanessa!
Keep asking yourself those questions when a new paper enters your life as making decisions on the spot will save you another big purging exercise.
Well done to you and enjoy your system 🙂