Tag Archives: filing system

The A.R.T. of Clearing Paper Piles

messy-desk-1

Does this dining room table look inviting?

Have you ever your faced dining room table or kitchen counter covered in paper, taken one look and turned around to find something else to do? Planning to host Thanksgiving dinner by shoving the piles into bags and sticking it in the closet to deal with “later?”

Despite the appearance of being hundreds of items, all paper piles boil down to only 3 types of items: action, reference, or trash.

Action

These are items that need actual action – the “To-Dos.” Bills to pay, calls to make, items to research, forms to return. There are many ways to store this kind of paper but generally they need to be very accessible and fairly visible. For many folks storing them in a filing cabinet is too “out of sight, out of mind.”

Reference

These are items that are purely informational that you want to keep for reference either short or long term:

  • Insurance policies, medical records, financial, tax related, legal, etc.
  • Travel, art, leisure, self growth, parenting, job ideas, etc.

These can take the form of clippings, articles, printouts, and statements, mailed documents, books or magazines. Books and magazines are best stored on a bookshelf, loose papers are best stored in a filing cabinet. Freedom Filer created this concept of “Simplify With The Art Of Filing™” which is a great option for handling all of your reference files.

Trash

Self-explanatory! Shredding, recycling, garbage. It can be helpful to sort your incoming mail while standing over recycling & shredding bags. The quicker it goes out, the less pile-up of true junk happens.

Not being sure if you need to keep something often creates stress, anxiety, and confusion. Check out our prior post: Paper: to Keep or Toss? Problem Solved.

Try This!

Set the timer for 15 minutes and see how far you get with this method.  Enjoy the leftovers from your family meal rather than the aftermath from a hasty clean-up.

 

 

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Filed under Decluttering, home organizing, homework, Office, organizing, Paper, paper organizing, Products, Strategies

Best Organizing Gift for the College Grad

Graduation JoyEven millennials need a paper system.

New grads today are totally hooked in to the digital world but there are still pieces of paper and information that need to be stored or managed. And they can’t always keep their birth certificate in your family file system.

In our experience, we find these documents unsorted, piled in a heap of the young professionals we have worked with.

Until digital pink slips and birth certificates are made legal, there has to be a place to store some of these things.

The categories we see most useful are:

Automobile Records

– Are pink slips electronic yet? And I don’t know about you, but my mechanic still gives me reports, warranties and receipts in paper format

Career and School Documents

-Things like diplomas (if they aren’t framed and displayed) transcripts, letters of reference are easy to find if there is a specific place for them

Health

– Insurance card copies, benefits package information can get lost without a home

Housing

– Lease/Rental contracts and Renters Insurance docs would live in this category

Financial

– Bank statements, investment records, Tax receipts

Project/Action Files

– These are the most valuable for gathering research, pictures and other information in discreet categories. Though this category can be made completely digital by scanning and using online apps like Dropbox, Evernote, Asana, etc. … likely there will be some physical vestiges of a project that need a place to land

Vital Documents

– This file could house things like a passport, a birth certificate, a baptism or marriage certificate

 

Vital Records  - 1

For a gift, procure a desktop file or file tote…The Container Store has trendy looking file systems. Paper files work best in a hanging file system with plastic tabs to delineate categories, but file folders arranged alphabetically can work just as well…and are easy to maintain. Also, we’ve mentioned Freedom Filer® in past posts, but a few choice categories from that system would set them up for life.

Desktop File

This is one among many choices of desktop files available from the Container Store®

 

 

Even if your kid’s paper life is light now, you’re giving them a structure that will help them manage their establish skills they’ll need for a lifetime. Eventually, all documents will be electronically submitted and legally binding, but during this time, we are straddling the two worlds. A simple system for storing important information is helpful.

Oh, and, by the way, it will make the gift more exciting if you put a $100 bill in their “Financial” section or seed their “Vital Documents” file with the title to the new car you are giving them for graduation.

 

 

 

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Filed under children, Decluttering, Empty Nest, Office, School