Filing System

April 22, 2021

I have always had a problem with paper. I constantly have paper everywhere. This year, I did a lot of research and came up with a new filing system that works to keep me as clutter-free as possible.

1. Scan

The first thing I do is scan in everything, and I mean everything. I keep a personal and business dropbox where I store all of my notes and documents. As soon as I get a relevant piece of mail, or take notes from a client phone call, I scan it in and save it to dropbox.

2. Shred

Next up, I got used to shredding documents. I often have multiple paper drafts of documents that I simply do not need to keep around. When I'm done updating the document online, I take the time to shred the last draft. I am also constantly shredding unnecessary documents as I go, so I can save myself a headache later.

3. File

Once I scan something in, I rarely need to keep hold of the physical document. However, some documents are important to keep around, at least for a little while. I use six separate "boxes" to filing to keep track of those items.

Box #1: Action Items

I keep my action items stored on my desk for easy access. As soon as I am done with an item, I shred it, recycle it, or file it. Some action items of mine include business items that I don't have time to review that day, unopened mail and documents I want to review further before filing.

Box #2: Periodically Updated Items

Next, I keep a file box of items that need to be periodically updated. These might include documents such as car insurance, malpractice insurance, health insurance, and other contracts. Whenever I receive a new document, the old one gets shredded.

Box #3: Permanent Items

There are always some items that you should keep permanently. These might include your tax returns, medical records, certificates of title, and other important items.

Box #4: Even Years

The next thing I do is take care of the day-to-day documents. First, I have a box for even years. I file documents I am not ready to get rid of by month and save them until the next even year. At that time, I shred everything in the box and start over.

Box #5: Odd Years

Just like with even years, I also have a box for odd years. I again file the documents by month and save them until the next odd year. At that time, I shred everything in the box and start over.

Box #6: Cards & Mementos

I am always receiving cards or finding mementos that I want to keep. So I keep a box in my office as a place to store these items for the future.

I hope this list has been helpful. I wish you the best in your organizing endeavors!