Digging out of Paper Clutter - part 2

We previously noted that papers must be sorted before they can be properly filed. Continuing from our last article, your sort has left you with two piles - 'to file' and 'to throw away/recycle.' You've tossed the garbage/recycling, so now you have a stack of papers to file. Let's finish the sort, and create a basic filing system. Keep in mind three things:

A filing system has one main purpose: to allow you to find & retrieve your information quickly and accurately. Your files are a lot like a library. When you go into a library, you want to be able to go right to the shelf and find the book you want. Imagine if the library had no filing system, and put books on the shelves randomly. How long do you think it would take you to get frustrated and give up the search? My guess is that you'd probably never go back to the library.

Your files are the library of your life. You may not need your paperwork often, but when you do need it, you want to be able to find it fast. It's about predictability. Surprises are great on birthdays. With paperwork, you want predictability and speed. And finding papers fast means having them in the right place.

To create your filing system, follow these steps:

1. Broad Sort - Sort your papers into broad categories, such as 'Insurance,' 'Utilities,' 'Investments,' 'Hobbies' and 'Travel' (Your categories will depend on the type of papers you need to file.) Get a bunch of supermarket bags, and label each using your categories. Grab a handful of papers from the stack, and drop each paper in the appropriate bag. Again, don't look for dates, amounts or other details ? you're separating things into big categories, such as credit cards, banking, taxes, etc. As you go through the papers, remove any item that involves an action, and set it aside, in a separate bag labeled 'Action.' Action papers are easy to pick out. They require you to do something by a certain date, and include bills, parking tickets, RSVPs, and forms, applications, etc. that have a deadline. When you're done sorting, you'll have a bag of banking stuff, a bag of auto stuff, a bag of credit card stuff, etc. Keep in mind that categories will vary from person to person.

2. Specific Sort - Next, sort the contents of each bag into more specific categories. For example, 'Utilities' might be sorted into 'Water,' 'Gas,' 'Electric' and 'Cable. 'Banking' could be separated by account #, or by 'Savings,' 'Checking' and 'Car Loan.' (Don't bother with the 'Acton' pile. We'll get to that soon.) Again, your particular headings will depend on the types of papers that you have. But the principal is the same. Each of these subdivided piles will eventually get its own file folder.

3. File - Now that the sort is complete, it's time to set up a filing system. Let's keep it simple. Bills, statements, and similar records will be filed chronologically, with the most recent bill in front. For example, take your Visa statements and arrange them by statement date, from oldest to most current. Get an empty folder, label it Visa, and put the statements inside. Do the same for each utility, bank account, and other pile from step 2. Major purchases will each get a separate file. So, if you buy a new washing machine, create a washing machine file. Put your receipt, warranty, manual, and other info related to that washing machine inside. If the appliance requires repairs, put those receipts in the folder too. Non-dated items, such as instruction manuals and articles will also go into appropriately labeled files.

4. Action Files - Remember the papers from step 1, which require your action? Let's sort them into two piles, and assign each pile to its own file. The first group will include items, such as bills that must be handled this week. Some people like to call this a 'tickler file'. I suggest writing each task on a to-do list, as you put the paperwork in the file. Put all items that must be handled within a month, but not necessarily this week in the second pile. Put these items in a file labeled '30 Day Action'. The idea is to review your 30-Day file regularly, and transfer items into the tickler file, as you reach the one-week deadline date.

Marc Rifkin is a Professional Organizer, and owner of OASIS professional organizers, which provides home and office organizing solutions to clients in Greater Seattle. For more info please contact the author at info@oasisorganizers.com, or check his website, http://www.oasisorganizers.com.

©2005 OASIS professional organizers

May be reprinted with full author credit, bio, and all links intact only

---

Clutter Campaign - Maintain Your Success

To want in one's heart to do a thing for... Read More

Mental Clutter- Is It Taking Over Your Life?

Chances are, most of you have a lot you need... Read More

Simple Ideas to Conquer Paper Clutter

Are stacks of papers, mail, newspapers, and growing "to do"... Read More

How Clutter Affects Your Love Life

Clutter in any area of your home is a sign... Read More

Get Rid Of The Clutter

You really can have a successful business and a great... Read More

Finish in Style - Organizing Works!

One of my mother-in-law's many oft-quoted and wise declarations was... Read More

Get Organized - Stay Organized

My mother is one of the most productive people I... Read More

Six ADD Tips for Organizing Everyday Things

Life with ADD (Attention Deficit Disorder) can be a constant... Read More

Balance - And Other Things

The Mexican VillagerThe American investment banker was at the pier... Read More

What Clutter Clearing Can Do For You

You can get a pretty good idea of the benefits... Read More

Oh No, Not Another Interuption, How To Deal With Everyday Distractions

Every day I find junk mail waiting for me, whether... Read More

Letting Go Of Your Excuses

At this point, you have probably run across some belongings... Read More

Organize Your Children & Save Your Sanity

It may be difficult to relate saving money with organization... Read More

10 Tips on Color Coding Your Paper: From Chaos to Coherence

Color-There Is No SubstituteIn anatomical illustrations you see the brain's... Read More

Getting Organized for Achievement

Getting and staying organized is critical to achieving your goals.... Read More

Don?t Be A Clutter Victim

There are 3 kinds of clutter: Inner (between our ears);... Read More

Family Management Tip #3: Getting Ready for the New School Year

Clothes. Check. School supplies. Check. No doubt you've got to... Read More

Organizing - Time is of the Essence!

What does "time" have to do with getting organized? Everything!... Read More

Letting Go of Clutter In Your Office

Some people would say I'm the last person in the... Read More

The Clutter Campaign - Design Your Vision

I like a room you can dance in the middle... Read More

Feng Shui Guidlines for Storage Spaces

Professional organizers and helpful-hint sources often recommend storage solutions such... Read More

Compartmentalize

The word "compartmentalize" means to separate into distinct parts. I... Read More

New Business? Changing Careers? Youve Got a Whole New Ball Game

When you embark on a life transition, the skills that... Read More

Clutter-Clearing and Your Authentic Self

Have you ever felt so discouraged, your life so out-of-control,... Read More

10 Organizing Tips for Road Warrior Parents

Parenting is always a challenge, but particularly so if your... Read More

Managing Mealtime Madness

It is 5:00 pm and Cindy has no idea what... Read More

10 Easy Maintenance Tips vs Piling on the Chaos

Whether you are in your own business or an employee... Read More

Ending The Morning Madness

Back-to-school time ? what does that mean to you? For... Read More

Get Organized -- Every Home Needs An Office

EVERY HOME NEEDS AN OFFICEYes, it is true that every... Read More

Sticking to Your New Years Resolutions: Ten Tips for a More Organized Life

1. A calendar is an essential organizing tool ? start... Read More

Clutter Control

Remember when you charged into the office that first day,... Read More

Memorabilia -- Use It or Lose It!

What do you do with those special items that have... Read More

10 Tips to Get Organized and Clutter-Free- Now!

1. THE LOVE IT OR LOSE IT PRINCIPLE: Every item... Read More