How To Create Filing Categories That Work

When labeling your file folders, binder tabs, or digital folders, make sure the labels are specific and unambiguous. This can involve scanning physical paperwork and saving it to your computer, or in many cases you get digital copies by email in the first place. File folders in a filing cabinet are a classic choice for document storage. At the end of the year I take those folders from the main filing area (2014 Personal) only pertaining to the year itself and put them in a bankers box for long term storage (we keep them for seven years and then shred). At the end of the month take all items out of the personal folder to file in office and sort into the proper place in the main filing area. I use hanging file folders folders with file folders for sub categories where needed within them.

• My filing has been cut back dramatically with online bill pay through my bank.
• I use hanging file folders folders with file folders for sub categories where needed within them.
• Best of all, color coding works on both physical and digital files, and if you need to organize both types of files, you can easily use the same color coding system for each.
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If you’re interested, there’s more to explore on optimizing your filing approach. Many business owners can legally keep an extra $10,000, $20,000, or even more each year by using well-known tax strategies the right way. Or forward a receipt to your designated Shoeboxed email address. Use our receipt tracker + receipt scanner app (iPhone, iPad and Android) to snap a picture while on the go. Her favorite organization tip is “1-in-1-out.” And her favorite app for managing articles and deadlines is Monday.com. However, they also have drawbacks such as filing errors due to human mistakes, recurring costs, and space limitations.

Printable Family Filing System Guide

At month end policy change is put into the car insurance sub-folder in the insurance folder in the main filing area. Put the bill stub in the personal folder in the office.3. This makes my filing so quick and easy and I am able to find anything in a matter of minutes (sometimes seconds). I used to keep a folder for each month of the year and file it this way but I found it was just as easy to keep it all in one big hanging file folder. Insurance Policies – Each policy is in it’s own folder within the main insurance folder. I also keep here a folder with information on our home’s mortgage (for tax purposes) – Visit here for more information.

• Organizing your files by color code is best done in conjunction with one of the options above or your own unique method.
• This file goes up front and contains all your current outstanding bills that need to be paid.
• Say hello to a new decade and goodbye to the confusion of old and outdated office filing systems.
• It also saves you time keeping the system in working order, and helps you avoid wasting time organizing files no one will ever need again.
• If you have multiple banks, you may need multiple files, but often everything can go in one file.
• The whole point of a great filing system is to keep you on top of your paperwork.

Making this a routine helps prevent piles of paper from building up. Here are some tips to help you maintain your system and avoid falling back into paper clutter. It’s essential to store your important documents in a secure location. Always keep copies of insurance policies, mortgages and proof of your identity in a safety deposit box and/or secure online storage. But it’s also important to have a backup system.

What Should I Do With Outdated or Unnecessary Documents?

The whole point of a great filing system is to keep you on top of your paperwork. Creating a filing system is a great start, but the real challenge is keeping it organized over time. Start by categorizing your important documents into different groups, such as identification documents, financial records, and legal paperwork.

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The goal is to get rid of the clutter and the paperwork that isn’t needed, so that’s the goal that needs to be worked toward consistently. If that’s the case, putting those papers aside in a specific location can be the right choice until a decision can be made. That means the paperwork won’t build up, and there won’t be any need to go through big piles of paper in the future.

What else can Shoeboxed do?

By regularly decluttering old paper files and documents, you will create an effective incoming and outgoing system. Procrastination is the enemy of organization, so be sure to file your paperwork as soon as possible. Using colors will help your eyes separate the types of files from one another, and it’ll make it quicker and easier to file papers away in the future.

Paper Filing System: Pros, Cons, and Organization Tips

To save space and ensure easy organization of their files, many businesses prefer digital folders to the physical kind. We’re going to look at how to create a filing system for everything from important documents to receipts, and keep papers organized. Physical filing systems require plenty of space for storing folders, binders, and files.

Choose a system that is easy for you to maintain and keeps your papers organized. When it comes to organizing your paperwork at home, everyone’s needs and preferences are different. Cloud storage services like Google Drive, Dropbox, or iCloud are great for this, as they allow you to access pin up online casino your files from anywhere. You may want to keep some or all of your files online – instead of or as well as on paper.

Try Shoeboxed’s systematic approach to receipt tracking for tax season. They will then either send your receipts back to you or shred them, based on your instructions. Once your receipts have been scanned by the Shoeboxed team, all your receipt information will be in your account to view.

I keep a desktop file box with the following folders. I also find I don’t lose papers or have issues remembering where I filed them since there aren’t a lot of options. Main Folder with the Year Marked – I label it for the year and put all paid bills, receipts and anything else I would file in here. All filed tax returns and documents are kept in a safe in our basement. We have a large filing cabinets because we have a home business so I keep a small portion of them for our personal files. If you are a quick filer you can eliminate a lot of these folders and steps.

Shoeboxed also has a Magic Envelope feature that allows you to send all of your receipts to them in a pre-paid envelope to outsource the receipt-scanning process. To manage and track your finances, including receipts and invoices, try Shoeboxed.com. You can store a lot more information digitally, it takes up no physical space, and it comes at a relatively minimal cost. For example, red denotes energy and stimulates attention, so use it for files that must be dealt with urgently.

How to Set Up a Home Office Filing System

For example, you might add new categories or switch from paper to digital storage. Use this time to file anything new, toss unnecessary papers, and update your system. Set aside time every few months to review your important documents and remove any outdated or unnecessary paperwork.

An accordion folder may be all you need, or you can go with a binder or file box/drawer. One for permanent papers like mortgages, and another for papers like bills that you deal with every month. By following these tips, you can ensure that your important documents are organized, easily accessible when needed, and safe from any potential harm. Empty the tray regularly to keep papers from piling up. This keeps everything in one spot until you have time to sort and file them. Keep an inbox tray or basket on your desk or countertop where all incoming papers go initially.

Best Office Filing System Ideas For 2026

Tammy Dang is a staff writer for Shoeboxed covering productivity, organization, and digitization how-to guides for the home and office. Physical filing systems provide better security against computer crashes or viruses. Popular options include filing cabinets, portable file organizer boxes, and mesh hanging file organizers. When you sign up for a plan that includes the Magic Envelope, Shoeboxed will mail you a pre-paid envelope for you to send your receipts in. Just select the receipts you want to export and click “export selected.”

To use this method, it’s important to go through the office or even the rest of the house, collect all paperwork, and put it in a specific location. For example, try organizing your office files in order of importance to make document retrieval more enjoyable for everyone. It also saves you time keeping the system in working order, and helps you avoid wasting time organizing files no one will ever need again. This may seem like a cheat, but one of the best ways to organize an office filing system is to reduce the files you need to organize. Many people find it much easier to organize a digital filing system over a paper filing system after every paper file has been converted to a digital format.