Three months ago we got a file cabinet, and I don’t think I’ve been so excited about a project in a while. I cleared out an entire day to attack every loose paper in our house, armed with a stack of tabbed folders and a pile of markers. Now that I have my system in place a multitude of tasks that I used to dread have become as simple as finding the right folder. Here are some of the reasons I love my file cabinet:
- It’s easy to reference your files (like reviewing your water usage against last year)
- Organize your old class notes or your child’s schoolwork
- Save artwork and greeting cards
- Every paper has a place (and you can easily distinguish the ones you don’t need)
- Store loose recipes and magazine articles
- Save old trip planning resources for future vacations
- Keep old planner sheets/to-do lists/bucket lists for “someday” tasks
- Secure manuals, warranties, and major receipts for quick access
- Organize your loose-leaf notes from old “brain dump” notebooks
- Folder systems are cheap to implement and modify
When we first realized we had a ton of paper fodder we refused to get rid of (as engineers we like to review old school notes), it took a bit of time to determine the correct system for us. My friend suggested getting paper file boxes to store in the garage, but those are difficult to access when you’re looking for a specific document. A few websites suggested going digital, but we don’t have the time yet to convert so it’s not feasible right now. So we decided that it was worth the cost and space of a file cabinet to keep everything in order. If you’re thinking this may be the right system for you, be sure to consider the following first:
- They take up some space (ours is 26.5″ x 15″)
- They don’t look very pretty (we decorate ours with hardcover books and bookends)
- Fireproof ones are heavy and expensive (you can always get a small fireproof safe for important documents)
- They require continuous maintenance or they’ll become a dumping ground (make a yearly date to purge old files)
All of those obstacles are completely overcome by how amazing it is to have a place for every document. Have I convinced you yet? I hope so (it’s really a lifesaver for me). Here’s how to set it up in your own home:
- Collect all of your loose papers and notebooks (yes, I mean EVERYTHING).
- Go through every sheet and separate them into the following piles: “Keep”, “Toss”, “Shred”.
- For your “Keep” pile, separate them into categories (ex. bills, receipts, manuals, kid’s art). I think you know what to do with the other two piles!
- Shop around for a cabinet that will fit your paper pile. Sometimes you can get a great deal off of Craigslist, but I also suggest looking for sales at Staples, Office Depot, or on Amazon. Remember that you can always supplement your locking cabinet with a small fireproof safe.
- Look at your file categories and outline what sections you’ll need in your filing system. I’ve included my outline below for reference.
- Shop around for organization supplies. I use blue hanging tab folders from Staples mixed with simple manila folders. Have some fun with this: if you want to color-code or cover everything in washi tape, go right ahead. Just make sure you’ve got enough for extra folders as your system grows.
- Label your folders and fill in your cabinet. Make sure you have enough room to move files around as your search, and remember that you’ll be constantly adding as time goes by.
- Lastly, designate a “File” bin in your home for any incoming papers that need to make their way into the cabinet.
That’s it! I’ll admit, it’s a lot of work up front. But it’s completely worth it, since now I know where to find every scrap of paper and I only have to manage the “File” bin and a yearly paper purge. Every family will have their own system of reference folders, but if you’re looking for a place to start I’ll share ours with you:
Home File Storage
1. Important Documents (Safe)
1.1 Personal Information (I = Per Individual)
1.1.1 Birth Certificates (I)
1.1.2 Social Security Records (I)
1.1.3 Driver’s Licenses (I
1.1.4 Passports (I)
1.1.5 Draft Registration (I)
1.1.6 Fingerprints (I)
1.1.7 Religious Records (I)
1.1.8 Immunization Records (I)
1.1.9 Voter Registration (I)
1.1.10 Military Service Records (I)
1.2 Household Information
1.2.1 Marriage Certificate
1.2.2 Deeds
1.2.3 Vehicle Titles
1.2.4 Financial Info
1.2.5 Account Passwords/Combinations
1.2.6 Home Item Inventory
1.3 “Always Prepared” Folder
1.3.1 Life Insurance
1.3.2 Wills
1.3.3 Wishes
2. Financial
2.1 Bank Info
2.2 Bills
2.2.1 Rent
2.2.2 Gas
2.2.3 City Utilities
2.2.4 Cable/Internet
2.3 IRA/401(k)/Retirement Info
2.4 Income Tax Info
2.5 Credit Card Info
2.6 Investment Info
2.7 Long-Term Payments
2.8 Charitable Contributions
2.9 Loan Info
2.9.1 Student Loans
2.9.2 Auto Loans
2.9.3 Home Loans
3. Career
3.1 Employment Records
3.2 Education Records
3.2.1 School Records
3.2.2 Transcripts
3.2.3 List of Activities
3.3 Resumes
3.4 Certifications
4. Medical
4.1 Physician Records
4.1.1 Immunization Records
4.1.2 List of Surgeries/Hospitalizations
4.1.3 List of Medications
4.1.4 Medical Records
4.2 Health Insurance
4.3 General Physician
4.4 Cardiologist
4.5 Neurologist
4.6 Dentist
4.7 Optometrist
4.8 Allergist
4.9 Pet Records
4.10 Diet & Exercise Plans
5. Household
5.1 House/Home Info
5.1.1 Mortgage/Leasing Documents
5.1.2 Home Services/Contracts
5.1.3 Home Maintenance Records
5.2 Renter’s/Home Insurance
5.3 Vehicle Documents
5.3.1 Maintenance Records
5.3.2 Car Insurance
5.3.3 Car Registration
5.3.4 Vehicle Title
5.4 Home Management Documents
5.5 Home Item Inventory & Registration
5.6 Household History
6. Activities
6.1 Church
6.2 Volunteering
6.3 Certificates/Awards
6.4 Travel
6.5 Bucket Lists
6.6 Memberships/Organizations
6.7 Newspaper Clippings
I hope this has given you an idea of how to streamline your home documents. For help organizing your emails as well, please check out my post, How to Clear Your Inbox with Only 3 Folders. Happy filing!
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