Organize your papers into categories. Make separate piles for vital documents, legal documents, bank statements, and tax forms. Separate urgent and temporary documents from the other piles. Reserve these for your document trays. To remind yourself of which stack contains which documents, place a sticky note on each stack. Put the sticky end of the note on the edge of the paper, and write the name of the pile (such as taxes or contracts) on the edge that sticks out of the stack.
Color-code your files. You can choose to do this with colored file or hanging folders, stick-on tabs, or colored file labels on your computer operating system. Color-coded files can help you to quickly spot the file you need. For example, you could color code your home files as green, your work files as red, and your partner’s work files as blue.
Separate businesses and individuals into separate hanging folders. Organize people’s names in orders such as “Brown, John” before “Smith, Ann. ” Organize businesses in orders such as “The Dew Drop Inn” before “A Slice of Heaven Pizza Parlor. ” To alphabetize by a range of letters, place a file called “Doe, Jane” into a folder labeled D-F. Place a file called “Acme, Inc. ” into the A-C file.
To make your scanned documents more user-friendly, save them as searchable PDFs. As an alternative, you can photograph your documents. However, you should only do this if your camera has sharp enough resolution to capture the fine print.
For added security, change your password every three to six months.
For added security, change your password every three to six months.
Store your hard drive in a fireproof safe when you’re finished backing up your files.
Birth certificates Immigration forms Social Security or National ID cards National health insurance cards, if applicable Military discharge papers
Property deeds (domestic or commercial) Vehicle titles Stock certificates Unconverted savings bonds
Student loans Vehicle loans or lease contracts Mortgages or leases Payment plans for medical or legal services Installment plans for furniture or appliances
Wills, living wills, and life insurance documents Marriage licenses Divorce decrees Adoption papers Copyrights or patents
Contracts Client files Payroll documents Investment forms Bad investment write-offs
Proper names Specific addresses Social Security Numbers Credit card numbers Bank account numbers Phone numbers
There is an exception to this rule. Hold on to receipts for items you have insured, such as a vehicle or an expensive piece of jewelry. [12] X Research source
