my filing cabinet

 How do you file?

Do you file by first name, last name, company name?

Home or work, you need an effective filing system!

We recommend a filing cabinet – if you don’t have one there are portable boxes that hold hanging files or you can set-up a series of lever arch folders.

Three steps to effective filing:  Categorising, Selecting a Filing System & Labelling

1.  Categorise

All homes have many different types of papers to file.  You need to establish some categories before you begin.  Your papers will either fall into:

  1. A MAIN category; or
  2. A SUB-category

Example:  a main category might be FINANCIAL.  The sub-categories within Financial may be:  Bank Account, Checking Account, Shares…

In your filing cabinet, your MAIN category should always be a hanging file with a labelled tab eg FINANCIAL.  Your SUB categories will be labelled manila folders that you’ll file within the Main Category hanging file.  You should label your manila folder with both the MAIN and SUB category title.

(Officeworks sell the regular Crystalfiles, but they also have a larger Crystalfile folder that has an extra wide base which will hold more folders – use these if you have alot of sub-categories to file).  Important: All hanging folders should be filed in alphabetical order in your filing drawers, starting with A at the front and working your way back.

Hint: If you have a cabinet or filing box, you can breakdown the drawers/boxes into:  top drawer for family, bottom drawer for business etc.  Make sure you label the boxes!  If you do this method, try colour co-ordinating your drawers for an even better system:  top drawer use regular manilla folders, bottom drawer use blue manilla folders.  This way you can spot something that’s not filed correctly very quickly.

Categorising is the back-bone of your filing system ~ take the time to sort it out.

2.  Filing Systems

Basically there are 3 ways to file:

  1. alphabetical (a, b, c, etc)
  2. numerical (1, 2, 3, etc)
  3. chronological (Jan, Feb, Mar, etc)

Which one do you use?

If you want to find things by name - alphabetical by LAST name.

If you want to find things by invoice or order number - numerical.

If you need to find things by date – chronological

3.  Labeling

Hanging Files:  Label the cardboard slip with your MAIN category and insert it into the clear tab.

Manilla Folders:  Write the MAIN category name on the left-hand side of the manilla folder and the SUB category name on the right-hand side.

Hint:  Do not label anything ‘Miscellaneous’ it will become a dumping ground for paper that’s never found again.

Some suggestions for MAIN and SUB categories to get you started:

These ones will require a larger hanging files:

  • MAIN:  FINANCIAL – SUB:  Bank Account, Checking Account, Shares, Payslips, Superannuation
  • MAIN:  TAX – SUB:  By tax year
  • MAIN:  CAR – (use a separate MAIN file for each car & label with rego no.) – SUB:  Registration, Insurance, Leasing, Service…
  • MAIN:  PROPERTY (use a separate MAIN file for each property & label with address) – SUB:  House Insurance, Contents Insurance, Pest Inspections, Maintenance…
  • MAIN:  HOME – SUB:  Kitchen, Laundry, Bathroom, Family room, Bedrooms, Garage, Paint Colours…

Hint:  If you buy something, that doesn’t have a warranty, file it in the room it belongs.

Example:  If you buy a new lounge, file the receipt and any scotch guarding information etc. in the HOME, in the SUB folder marked:  Family room.

  • MAIN:  WARRANTIES – SUB:  Kitchen, Laundry, Bathroom, Family room, Bedrooms, Garage, Computers, Cameras…

Hint: If you buy something with a warranty, put the receipt and any warranty or instruction booklets into a plastic sleeve. Insert an A4 sheet of paper into the front of that sleeve and write on the date purchased, store purchased and the date the warranty expires.

Example:  If you bought a new microwave, insert all the above information into a plastic sleeve and file it in WARRANTIES, in the SUB folder marked:  Kitchen

These ones will require regular hanging files:

  • MAIN:  HEALTH – SUB:  Medical Fund, Gym Membership…
  • MAIN:  PETS  – SUB:  Pet name…

FILING USING FOLDERS or BINDERS:

If you’re using LEVER ARCH FOLDERS or RING BINDERS to file, use a different folder as the MAIN category and use dividers inside for each SUB category.  Plastic sleeves would also help here to hold papers.

Before you start, stock up on data hanging files & labels, manilla folders and plastic sleeves – there’ll be no stopping you!

Remember, do it right, do it once!