How to Organize and File Documents

Organizing your documents will not only keep your important files at hand but will also protect them if properly stored. No one likes the feeling of scrambling through their documents, throwing paper around because they can’t find that important bank statement. Once you organize and file your documents, finding your important files will become easier.

Difficulty: Moderate

Instructions

Things You'll Need:

• Fire proof filing cabinet
• File folders (hanging ones are best)
• Binder(s)
• Tab dividers
• 30 minutes a day or a weekend

1. 

   Before you start, note that the number of file folders, binders and tab dividers you need will depend on how many separate name categories you have created. It’s best to buy these supplies after you have created your filing categories so that you know exactly how many folders you will need.

2. Designate a floor space or a large table where you will make piles of all your documents. Organizing your documents is a process and therefore you will want to designate an area where you can make piles of your documents so that if you don’t finish you don’t have the hassle of putting all the piles together and then separating them again when you come back to them. Depending on the amount of documents you have this could take you an entire weekend, or better yet, spend at least 10 to 30 minutes per day to organize and file your documents.

3. Organize your documents into piles separated into name categories. For example, water bills in one pile and bank statements in another (separate piles for each bank).

4. 

   Once you have put all your documents into separate piles take a piece of paper and make a list of the different name categories (companies or document names) that you have created. For example: Bank of America, Water Bill, Car Loan, State Farm Insurance, AAA, Student Loans, etc. Alphabetize this list. If all your documents are stored in a filing cabinet in alphabetical order, it will make it easier for you to find your documents. To better keep track of what types of filing categories you have keep a clean alphabetical list of all your separate filing categories. You can place this list in your filing cabinet as a terms of reference.

5. Now you are going to write each of your category names on the tab of the file folder or on a separate paper with tabs that you separate and then insert into the hanging file folder tab.

6. Put all your file folders in the filing cabinet in alphabetical order. Now you can start filing away your document piles. As you file documents into their proper folders organize the documents in chronological order with the newest on top. Check with state and federal laws when it comes to finding out how long you should keep certain important documents. Some documents, such as IRA contributions, have to be kept permanently. CHECK the RESOURCES below for more information. Don’t forget that a fire proof cabinet will safeguard your important documents in case of a fire or burglary (if you lock your cabinet).

7. 

   Ideally one should have a back-up of important documents or if you just want to have the year’s documents at hand (for example, for tax purposes), then it is recommended that you make binders where you will file a copy of your documents. Depending on the amount of documents you have, you could separate your documents into categories such as bank documents, bills and investments. Don’t forget to label your tab dividers so that everything in your binder can be easily accessible. Putting a list of the tab categories you have in the beginning of your binder will help you better reach visualize what documents you will find in your binder.

Resources

• What financial records to keep, how long to keep them
• Ask Yahoo: How long to keep financial documents

[sallyemaycreate]

on 11/18/2009 Excellent article with logical, helpful tips on How to Organize and File Documents. Being organized and de-cluttering are major factors in my well-being... It's a feeling of accomplishment and helps clear the mind. A definite 5* article & recommendation.

[missforty]

on 6/11/2009 Also control the incoming mail each day, so it doesn't pile up

[rnhealthinfo]

on 6/4/2009 This is very well written and most helpful as I'm organizing my office now. Hope others will follow it too

[tamby2112]

on 6/3/2009 Thanks for the great tips. 5*s great article ~ How to Organize and File Dicuments

[cygnetbrown]

on 5/27/2009 Well written article. Thanks for the tips on organizing documents. It's always frustrating when you can't find an important document and it's really great when you can put your hands on what you're looking for immediately.