How to Organize Paper Clutter on a Computer
The advancement of technology, including computers, makes several tasks easier and more convenient. For example, many people have paper clutter that takes away from their decor and makes it difficult to find certain papers, files or records when they're needed. Organizing these documents in your computer allows you to save space, stay organized and better protect your private and personal information. Use your computer to organize your paper clutter once and for all. Does this Spark an idea?
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Instructions
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Create folders in your computer using a system that works for you. Right-click on your desktop or in "My Documents" and select "New" then "Folder."
Creating a hierarchical folder structure that makes sense for you will help you organize and find your files when you need them. For example, a "personal finance" folder could contain subfolders broken down by the subject or year.
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Organize your papers according to the same file system you'll use in the computer. Having your papers broken down into simple stacks will make it easier and faster to organize them in the computer in electronic form as well as in paper form.
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Scan the papers into your computer, taking care to know where they are being saved inside the compute. As you scan them, name them according to what they are. For example, "2008_TaxReturn" and "2009_TaxReturn." Adding a date and simple description of what the documents are will make them easier to locate when you need them.
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Click on the file you want to move and drag it over to the folder where it should be filed. For example, click on "2008_TaxReturn" and drag it to a folder labeled "tax returns" or something similar. Dropping each of the tax return files into one general folder will make it easier to find them and take up less space, as well as making it easier to back up your files. If you don't use subfolders, you'll have to wade through each and every folder you have in your computer to find one.
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Shred any papers that aren't necessary to keep. For example, paper copies of utility bills or bank statements can be shredded since you can print a copy if you need them in the future.
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File important paper documents---for example, birth certificates, marriage certificates or any other official, certified documents---in a small file cabinet, preferably fireproof.
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Tips & Warnings
Back up your digital files every time you add new ones or make any changes. For example, use an external hard drive. Keep the back up somewhere safe, such as with the important documents that you keep filed.
Set aside a designated amount of time once a month (or however often is necessary) to scan papers and documents you want copies of into your computer. Staying on top of this process will keep you organized and free of paper clutter.
Do not shred important documents until you have them saved in your computer and backed up.
References
- Photo Credit green files. image by Sorbotrol from Fotolia.com
