Ready to get organized? Are you looking for a new file organizing system this year? Learn the best paper organizing tips that professional organizers use to help you get your paper clutter under control!
Paper clutter seems to be one of the toughest organizational issues to get in front of because new mail is constantly coming in. How do you get ahead of the paper mess?
There are a lot of filing systems out there claiming to help with organizing papers, but in this post I want to share with you some of the absolute best tips and products used by professional organizers to help you get your act together this year and live your best, most organized life.
Every year when January rolls around, I get the urge to reorganize and begin the new year with a fresh start. This year, more than ever, I felt the urge to devise a plan to declutter, organize, and redecorate my apartment!
With that in mind, I have decided to start a Home Makeover Series! In this series I will walk you through each step I take to turn my apartment into a serene living space that is both functional and beautiful. Ready? Let’s do this!
This post is all about the easiest file organizing system used by the pros, and the best paper organization tips to help you finally get your paper clutter under control.
This post may contain some affiliate links, which means I’ll receive a small commission if you purchase through my link, at no extra cost to you. All of the product imagery in this blog post can be found on the respective brand websites. Read the disclaimer about affiliate links here.
Step 1: Gather and sort your papers.
Before you can file your papers, you must first gather and sort every single piece of paper. Once you have collected your pile of papers (old mail, new mail, documents, statements, receipts, etc.) you can begin to sort them into two initial categories: SAVE and DESTROY.
To do this, you will first decide which papers are important, and which are not. Look at each piece of paper and ask yourself these two questions:
- Does this paper require me to take any action?
- Is this an important paper that I will need to refer to in the future?
If you answered yes to either of these questions, then this paper is something important to be saved so set it aside for now. We’ll return to this pile later. If it is not important for reference or does not require any further action from you, then it can be disposed of through the proper channel.
Step 2: Destroy the junk.
Next, papers that serve no purpose to you must be tossed out. If a paper has sensitive or personal information on it, like your address, then it should be placed in a pile to be SHREDDED. If it is recyclable, then it should be placed in a pile to be RECYCLED. These could be things like old take out menus or notices from events that have passed.
Step 3: Sort the papers to be saved.
Now back to the saved paper pile. These papers also fit into two sub-categories: ACTIVE and INACTIVE.
All ACTIVE papers require you to take some kind of further action. For example, maybe you need to make a phone call to follow up on something, or pay a bill. Attach a sticky note to each active paper and jot down exactly what you need to do and the due date so that when the time comes to perform the action, you will remember exactly what is required.
Keep these ACTIVE papers in a visible location that you have designated for papers that require your more immediate attention, such as a mail center in your office, kitchen, or even near your front door! Try to go through these papers at least once a week, or even once a month, to stay on top of the pile as best as you can. A word of warning, it can build up quickly so be diligent about this.
Any papers that are categorized as INACTIVE are papers that you don’t need in this moment, but will probably need to refer to in the future. This could be something like reference materials or medical records. These will be saved for more longterm filing, which we will discuss next, so set these aside.
Step 4: Time to file.
This is where the fun begins! I was inspired to use the Freedom Filer System after learning about it from expert professional organizer Alejandra Costello of Alejandra.tv. If you love organization, then you will absolutely love Alejandra! She is the queen of true organization. Her programs can help you declutter and organize your entire home, and she helps you set yourself up for productivity. Not only is she a professional organizer, but she is also a certified life coach so she has the ability to truly help people get to the root of their clutter! I’m a huge fan of hers and the supportive community she has built!
Back to the filing. As previously stated, I love the Freedom Filer System. This system is so well thought out and researched. Instead of wasting precious time revamping your filing system every year, remaking file folders, and trying to keep track of complicated filing systems, the Freedom Filer is SO easy to use and is completely fool-proof.
Freedom Filer Pros And Cons
Here are the top reasons why you absolutely should invest in this filing system:
- Minimal maintenance needed.
- Clear color-coded sections and labels for each category.
- Takes the guess work out of what actions to take with your papers, and when. (For example, it is necessary to save your yearly tax return papers for 7 years. Freedom Filer automatically has you saving them for a safe 10 year span.)
- Compact system that clarifies exactly what to do with every type of paper, giving each a designated home.
There really aren’t any negatives to this filing system. There are, however, some different ways to use the system, but after having tried both methods I recommend one over the other. You can opt to file your yearly documents either by item/category or by month.
(Note: If you use the category option the folders are not specific to a brand name, just the category so that if you change companies or brands you don’t need to change the folder!)
At first I tried to file by category thinking it made logical sense to keep all papers related to one category all together. However, I found that when I needed to refer back to a document, it was much easier to find it within the month that I purchased or used the item than to have to search through all of the related documents. This, however, is personal preference.
How To Use The Freedom Filer
The color coded sections each represent a different action. Here is a brief overview:
- GREEN = All monthly financial related documents such as bank statements, money accounts, mortgage statements, credit card statements, etc. There are two sets of these monthly folders. They are labeled as either an Odd Year or an Even Year, depending on the last digit of the year, and rotated at the end of every year. This works out perfectly because all papers placed in these folders automatically get saved for two years, which is just long enough in case you need access to them.
- LIGHT BLUE = All tax documents that are saved throughout the year, which are needed when you file your taxes. For example, W2 forms, 1099 forms, interest paid, personal property tax, etc. These are also labeled as an Odd Year or an Even Year and get rotated yearly with the green monthly folders.
- RED = All permanent documents such as birth certificates, passports, social security cards, adoption papers, warranties, manuals, health records, education records, etc. These documents get saved for forever.
- ORANGE = Any document that is continually updated or is temporary, such as health insurance policies, yearly rent contracts, car insurance policies, etc. As new documents, contracts, and policies come in, the old ones can be removed.
- PURPLE = These are papers related to interest topics like hobbies, memories, extracurricular activities, resources, etc. This section is “extra” so you can decide how long things should be saved or not. It is optional, not essential. The less paper clutter the better, so be careful that this section does not become a miscellaneous drop zone.
- BLUE = This is where all of your tax returns get stored and saved for 10 years. There are 10 labeled folders in this section, each designated to a year within the decade. They are labeled with the last digit of the year (i.e. 2020 = Year 0, 2021 = Year 1, 2022 = Year 2, etc.)
File Organizing Tips
- You may be tempted to use colored folders, but I suggest sticking to clean white, or any neutral color. This makes it quick and easy to adjust the colored tabs if you need to change or create new folders.
- Check over Active papers about once a week to stay on top of the actions you need to take.
- Inactive papers can get saved in one designated place/container to be batch filed at least once a month.
- Try to check your mail pretty frequently. Every time you receive a piece of mail make sure you immediately place it where it needs to go (whether it be “shred”, “recycle”, “active”, or “inactive”).
The Best File Organizing Products
Now that you know how to declutter your papers and organize them, I want to tell you about the best paper organization products that I’ve found! These are all products that I personally use in my current filing system and swear by, work seamlessly with the Freedom Filer System (or any filing system for that matter), and are sure to help you get organized in style. They’re also very sturdy so will be sure to last you a very very long time!
The Filing Cart
This mesh cart comes in both legal and letter sizes, but I have it in the white letter size. I love that it is long enough to hold all of my papers on one level, and the two storage drawers are a great place to house some extra filing supplies. Extra mailing supplies can even be kept in the larger drawer! This cart’s wheels are also a great feature because it can be rolled to wherever is most convenient at the time! You do need to put this baby together on your own, but it comes with instructions and was very quick and simple to do.
The Hanging File Folders
These folders are a beautiful bright white and made of thick sturdy material. They have a slightly glossy texture that feels a bit luxe and will surely elevate your filing aesthetic! They come in other colors, but I love the white for a uniform and clean look since the Freedom Filer tabs are already colored.
The Interior File Folders
I personally do not like the tabs of the interior folders to stick up and be visible. Therefore I usually don’t use them, but when I do, I cut the tabs off with scissors. Still, I wanted to mention these folders since you may find yourself needing to make subcategories within certain categories. For example, under “Medical Records” you may need separate interior folders for each family member. Since this can start to get bulky, another option would be to skip the interior folders altogether, and just make separate hanging folders for each family member in this category. Just add the name of the family member to the label (i.e. “Medical Records – Nikki”).
The Inside Pockets
These vinyl mesh pockets are awesome! They come in three sizes, have a smooth sturdy zipper (anyone else love the feeling of a good zipper???), and are virtually indestructible. Use these to corral smaller documents so that they do not fall out or become untidy, and they can be well protected.
Extra Multi-Purpose Tabs
These tabs work amazingly well for a number of uses! For filing, I used the corresponding colors to label the action for each color-coded section. These hold 24 tabs in each pack, and each tab is 2″ wide so the label stickers fit near perfectly. This particular design comes in a pack of 4 assorted bright colors, or 4 assorted classic colors. I love that they just stick right onto the inside of the folder, but are easily removed. They also work really well in binders!
This post was all about the easiest file organizing system used by the pros, and the best paper organization tips to help you finally get your paper clutter under control.
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