Having just completed another season of file setup and tax records prep, I am so ready to share insight gained from helping a wide range of thinking styles get and keep their records organized.
The concept truly is straightforward:
- one place
- one type of folder
- one set of categories
- one year at a time
There are lots of fancy-dancy file folders out there, and I do enjoy the variety-colors/patterns/tabs, et al...but if you are facing a mountain of paperwork that needs to be filed either scanned or paper-based systems, I suggest the following:
- Purchase heavy-duty plain manila folders, a blister pack of white file folder labels-permanent (not removable), a plastic banker's box, and black sharpie: an investment of under $20.
- Decide if you want the tabs on the right or left side (that means right or left cut).
- Use post-its on a long folding table to identify "gross" categories: credit card statements/bank statements/business receipts/ tax records (donation receipts/car registration/property tax)/utilities-for the year, and place past years' papers in their own unseparated stack. Meaning, one for 2013, one for 2012, and so on.
- Set a timer & with a stack of unfiled papers, deal 'em like cards to the proper stack. (See? Organizing is FUN!)
- When the time ends, neaten up the pile, write the category on a white label, stick it on the folder, add in the stack, and place folders--in alphabetical order--in the file box.
- Add any papers you did not get to behind the now filed document folders and set aside for your next filing session.
- Use the same concept for scanning documents: gross categories by calendar year.
This method is a great and low stress way to get the paper monster tamed. Filing for 2014 will be a breeze!
