How to Organize Important Documents

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Prior to the Internet we were overloaded with both information and paper and the situation has not improved much since. Additionally, some important documents, such as personal identification, are more difficult to replace. These tips can help you organize important documents for greater manageability and peace of mind.

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Instructions

Difficulty: Moderate

Things You’ll Need:

Filing cabinet or file box
File Folders
Labels and/or markers
Additional boxes (optional)

Step1

Decide on a filing system and obtain the needed supplies. This may include a filing cabinet, hanging folders, sub folders and labels. Alternatively, several manila envelopes may suffice instead. Obtain a fire-proof box for critical items if desired and some plastic containers for long-term storage.

Step2

Gather two plastic storage containers and a trash can to easier sort through large volumes of unsorted paper. Use one container for items that wish to keep but not organize with your important documents. This may include manuals or financial documents over 10 years old, for instance. The second box is useful for personal keepsakes. Move on to the important documents you wish to organize now and return to these afterwards.

Step3

Separate business documents from personal documents both for tax purposes and to make items easier to sort and locate. Then divide these into basic categories such as Home, Health, Insurance, Taxes, Receipts, Warranties and Personal. Add additional subgroups as needed.

Step4

Group items by year when they are relevant to annual needs such as taxes and property tax receipts. Maintain five years worth of important financial documents for optimal organization. Keep your filing cabinet manageable by archiving older documents. Documents on property or stock ownership should be grouped together regardless of age.

Step5

Label folders as needed to include year and contents. Try color coding separate broad categories such as home, health and taxes. Further organize important documents by sorting folders alphabetically. Various tabs and filing supplies are available at office supply stores designed to make this chore easier.

Step6

Print out relevant electronic documents and file a hard copy with the rest of your important documents. For extra insurance scan important papers and keep a digital backup on a CD or similar medium.

Step7

Designate a category and space for personal documents required to obtain or replace a driver's license, social security card and/or passport. This includes birth certificates, name change decrees including by marriage or divorce, social security identification, and any state or military IDs. Ensure that these important documents are easy to access and find when needed, particularly when moving out-of-state.