Your goal is to be able to walk to the file cabinet, open the drawer, find your file immediately and have the files move smoothly back and forth. To achieve this file system, first, you really need to have a file cabinet where the drawers are easy to open and close. Look at your situation and see if you need to update the cabinet and/or get the frame that the hanging files will hang from. It is inefficient to have a file system with folders sitting in the drawer laying all over one another. Once you have your cabinet ready, it’s time to move to the actual files.

It’s true that you can have as many colors of folders and hanging files as you want, but for ease on the eyes and because it makes your file system visibly neat and organized, I suggest the green hanging files and then one color of file folders.

There are many different kind of filing programs you can purchase at your office supply store. You may choose one of those or use the basic file system method I will show you below.

Print this out and follow and you will be in control of your papers instead of your papers being in control of you!

You will need the following supplies:

• Pendaflex hanging folders with tabs
• Pendaflex Reinforced 2-ply tab file folders, 1/3 cut
• Avery #5029 Clear Filing Labels (for those with a computer)
• File folder paper labels (for those without a computer)

First, you will need to pile all your loose papers on the table and then sort them by the following list. Everyone is different and will vary from this list somewhat. You’ll end up with so many piles, you can use sticky notes with title in front of each pile.

IMPORTANT NOTE: You’ll only want to file papers from the current year. While sorting, put papers of previous year’s in ‘yearly’ stacks such as 2008, 2007, 2006, etc. If it is an important paper such as a policy or any paper you want to keep in your current files, do so. See second section below. You’ll want to keep these files in your current file cabinet, too. The previous year’s files are going to be stored elsewhere.

Major Sorting Categories

Addresses/Dates (birthdays, rosters)
Car/Vehicles
Banking
Child Care
Donations
Employment (contracts, social security records, retirement plans)
Credit Cards
Health/Medical Records
Home (decorating, utility bills, pest control, alarm system)
Income Tax
Investments
Life Insurance
Loans
Pets
Receipts
Storage
Utilities
Birth/Death Certificates
Adoption/Citizenship/Marriage/Divorce
Family History
Veterans
Wills

Now that all the papers are in separate stacks by category, take each and break it down as your personal papers dictate. Write a list of file folders you will place within each hanging folder. I have examples below. Use generic terms such as car, phone, electric because people tend to change these items frequently and you won't have to remake a file folder label.

Sample List of File Folders Needed

Addresses/Dates

• Birthdays
• Christmas Card List
• Rosters

Cars/Vehicles

• Boat
• Bob’s Car
• Jane’s Car
• Policies/Titles

Banking

• Checking
• Safe Deposit Box
• Savings
• Trust

Child Care

Donations 

• Church
• Charities

Employment

• Contracts
• Retirement Plans
• Social Security

Credit Cards

• MasterCard
• Visa

Health/Medical Records

• Dental
• Medical
• Prescriptions
• Shot Records
• Vision

Home

• Alarm
• Decorating
• Pest Control
• Repairs

Income Tax

• Current Year (all other year files should be filed in another drawer)

Investments

• Bonds
• Pension
• Real Estate
• Stocks

Life Insurance

• Policies
• Statements

Loans

Pets

• Ownership
• Vet

Receipts

Storage

Utilities

• Electric
• Gas
• Phone
• Water

Birth/Death Certificates

Adoption/Citizenship/Marriage/Divorce

Family History

Veterans

Wills

Make labels for the hanging folders on your computer (or hand write on paper labels). Then make the labels for the file folders. Place papers in folders and start filing alphabetically. You’ll probably want to store the previous year’s files in a plastic bin. You only need to save for 6 years at the very most. (Check with your accountant.) Each year you purge your files in January, you will place it in the tub and take out the one on the bottom.

Now, you've created a great file system for yourself!

BIG KEY TO STAYING ON TOP OF PAPERS!

Place a desk tray or small box by the filing cabinet for papers that are “to be filed”. When it is full, FILE THEM! Limiting yourself on how big the pile can get is key. You will never be overwhelmed by paper again!

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