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In the age of quick technology, no one has the time to do that. All the people who should access information can do so without difficulty due to the convenience of proper filing. A sound filing system will give you a clear idea regarding the fulfillment of your legal obligations. Again, it is because these documents act as a permanent record of your work or your business. In addition, documents mentioning various agreements, deals, transactions must also be protected.
The amount of time spent developing an orderly system for keeping your personal and financial records will be well spent and need not be difficult. Getting control of the filing means the home office stays neater and it’s easier to get your work done. Here are some ideas for choosing the best file cabinet for your home office. Many businesses have already shifted to the paperless office, or close to it. With online, cloud-based storage systems, and digital transactions replacing cash, paperless may be the new normal. User-friendly and durable folders are a smart investment.
Your Home Office Organization Can Stop Here
I only keep paperwork if needed and recycle the mail flow we are getting every day. I get in touch with all advertising companies to ask them to take us off their “snail-mail list and email me the information if it is something we are interested in. I use mostly hanging file folders with different colours and different size folders with them. We just recently moved this entity from an office environment to our home office and moved the whole filing system to this place. It took quite a bit of organizing to fit everything in.
I also get copies of discs from cat scans, mri’s, mammograms etc. All my discs are put in a sleeve that goes in my notebook. I also keep a copy of my insurance card in my chart/notebook. If they need a prior report I have it and they can take a copy of it. They do take up space but gives me piece of mind and gets rid of the hassle of the medical facility asking me if I happen to have a prior report. Mary, thank you for the thorough explanation of filing and tossing/keeping.
Plan to organize on a regular basis
Depending on how important those files may be, you may end up needing to do even more paperwork for missing files and documents. Place a supply of hanging and manila folders near the files so you can easily add a folder if you find yourself with a piece of paper that doesn't belong to an existing folder. You may also want to relabel folders and redistribute papers if you decide that you need to re-categorize.
It's important to not leave this type of paperwork lying around, in case of a burglary or a nosy repairman. These important documents should be stored under lock and key in a fire proof case like one of these shown on the right. Place each pile into a manila folder and label it clearly. It's best to use folders with tabs that are in the center rather than staggered because it makes the files look neater. Label the magazine holder so you can find the category you are looking for. I like this system because it is easy to file and easy to find.
Install a Wall of Cabinets
It seems I have a LOT of work ahead of me in getting our paper records in order. We don’t have a tax folder for each year — we have an entire file BOX that contains ALL important records, bills, etc. for that year, including tax paperwork. We haven’t thrown any of them away since then and now a good portion of an entire closet in our home is stacked high with boxes of records that go back 20 years! I will also admit, I am “old school”, and I don’t like the idea of storing scanned records of a personal nature in a “cloud”. What happens if that data is ever hacked or compromised? Worse, what if I lose access to those records when I need them most ?
That could be a pile, a drawer, a box, a bag, or anything else where the paperwork can be easily stored. Then, it’s time to set up a system to keep the important paperwork and get rid of the rest of it. If you are working with shelves and filing cabinets, make sure that you label each shelf or drawer by the category of files that you are putting it on. You still want to make sure that you are labelling the ends of the folders while you are doing this, so that you can easily spot categories of files you may need at any given time. For instance, I have a hanging file in the front of all my other hanging files labeled 'Follow Up'.
Which Filing System is the Most Common?
Kerri Christensen is a Cleaning & Organization Specialist and the Owner of Busted Knuckles Cleaning. With more than seven years of cleaning experience, she specializes in helping others make their homes a cleaner place. Kerri holds a Bachelor’s in Human Resources Management and Services from Western International University.
The best way to tackle paperwork is the way that works for the individual setting up their filing system. What works for one person might not work for another person, and that’s perfectly all right. To use this method, it’s important to go through the office or even the rest of the house, collect all paperwork, and put it in a specific location.
Schedule a time once a month to cycle through old paperwork allowing you to keep a home filing system that is clean and organized. The list can be endless when it comes to subcategories that’s why I like to narrow it to 3-5 subcategories this way you don’t have too much paperwork in a category. The home filing system I put together is a portable system just because I want to store all of the paperwork in the closet of the office (an update is coming soon!).
You also want to make sure you are purposeful in making this e-storage switch. Now is an excellent time to clear the clutter and be sure you have an easily searchable digital database. When you choose document management software, make sure it realistically fits within your budget.
To make this a little simpler for you, I created a free home filing system checklist for you to use to help you create an organized home filing system. The great news is since I organized our home filing system I was able to find all of the documents I needed. As you can see below, all of my files are busting at the seams.
You may have to spend some time sorting through papers, materials, and documents to match like items with like, but the essential structure of your files is already there. Check out my post on sorting papers for some quick tips here and read up on paper decluttering tips here. Once you’ve confirmed your final list of files name, you can organize the file names according to your filing system. You can write your list over on the same or separate piece of paper, or use a series of sticky notes to organize items one by one. You can use this point as a final check to make sure the filing system and file names work well with one another. I typed out my categories and then attached them to the paper provided and then added them to the hanging folder.
Moreover, every vital record can be used as a reference in the future. You should keep your contracts with the organization safely at home to decrease the chances of miscommunication and fraudulent activities. It removes the tedious job of searching for a specific file when you are already in a rush. Even though an office setup is where you usually indulge in long work hours, a well-managed home office can increase your productivity.
You may be tempted to color-code your files, use your computer to print file labels or otherwise make your files more attractive. However, when you have to make a change, such as adding a single folder, you will be unhappy if you find you're out of the right color folders or have to hand-write a file label. Use open shelves to organize and style your home office. In this office by designer Joanna Whittaker, the two white shelves put a substantial amount of empty wall space to good use while leaving enough room for a floor lamp. The chic arrangement is kept organized with the use of two large baskets on the bottom shelves that hold the messier work items.
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