Basic File Organization Techniques

Reduce your filing needs by signing up for paperless billing.file image by Alex White from Fotolia.com

Maintaining an organized file system at home gives your more time, money and less stress, not to mention more living space. While efficient organizing comes naturally for a lucky few, the rest must rely on learning basic filing techniques and habits that help keep clutter and disorganization at bay.

Reducing Paper Load

Before you begin filing, reduce the amount of organizing you'll have to do by getting rid of unneeded documents. Place all your paperwork-every document and stuffed folder- into a large pile (or several piles, if need be). Go through and weed out any documents you no longer need. If in doubt, get rid of it. Use a large box or bag so you can shred or recycle the paper. When you go through these documents, decide what you will do with each one. If you don't get rid of a document, file it immediately.

Putting documents in a "to be filed" or "miscellaneous" stack only results in a growing pile of documents. File documents immediately. If you don't have an appropriate file folder for a document, create a new one. Always have materials available to create a new file folder. Otherwise, you may end up stacking documents for another time when you have filing supplies.

Place all irreplaceable documents, like a mortgage, in a safe deposit box. Do not keep them with the rest of your documents. Based on what types of documents you'll file, create your filing system with head and sub-categories. For example, you might have a "finances" folder with subdividers labeled "checking," "savings," "loans" and "safety deposit box." The deposit file should have a list of what documents are stored there.

When you've compiled your files, choose how you'd like to arrange them in your file drawer. The most common method is alphabetizing the head category. Also consider arranging your files by how frequently you use them. This allows you to complete your daily file more quickly.

Consider creating a file system that has different homes. Keep an "action" folder on a easily accessible desk and place bills and other documents requiring responses here. Common home files (credit card and bank statements and tax information, for example) live in your filing drawer. Storing your archival items like medical records and copies of legal documents in a separate place allows you quicker access to frequently used files.

Cutting down on paper allows you more time and is a more environmentally sustainable way of living. Use email over snail mail and faxes. Switch to paperless billing for cellphones, bank statements and other records. Online account information is usually very secure and already organized for you. Read online newspapers and magazines instead of print versions. Consider scanning documents and storing them digitally. This leads to easier information retrieval as well. Discriminate what documents you print.