Digging out of Paper Clutter - part 2

We previously noted that papers must be sorted before they can be properly filed. Continuing from our last article, your sort has left you with two piles - 'to file' and 'to throw away/recycle.' You've tossed the garbage/recycling, so now you have a stack of papers to file. Let's finish the sort, and create a basic filing system. Keep in mind three things:

A filing system has one main purpose: to allow you to find & retrieve your information quickly and accurately. Your files are a lot like a library. When you go into a library, you want to be able to go right to the shelf and find the book you want. Imagine if the library had no filing system, and put books on the shelves randomly. How long do you think it would take you to get frustrated and give up the search? My guess is that you'd probably never go back to the library.

Your files are the library of your life. You may not need your paperwork often, but when you do need it, you want to be able to find it fast. It's about predictability. Surprises are great on birthdays. With paperwork, you want predictability and speed. And finding papers fast means having them in the right place.

To create your filing system, follow these steps:

1. Broad Sort - Sort your papers into broad categories, such as 'Insurance,' 'Utilities,' 'Investments,' 'Hobbies' and 'Travel' (Your categories will depend on the type of papers you need to file.) Get a bunch of supermarket bags, and label each using your categories. Grab a handful of papers from the stack, and drop each paper in the appropriate bag. Again, don't look for dates, amounts or other details ? you're separating things into big categories, such as credit cards, banking, taxes, etc. As you go through the papers, remove any item that involves an action, and set it aside, in a separate bag labeled 'Action.' Action papers are easy to pick out. They require you to do something by a certain date, and include bills, parking tickets, RSVPs, and forms, applications, etc. that have a deadline. When you're done sorting, you'll have a bag of banking stuff, a bag of auto stuff, a bag of credit card stuff, etc. Keep in mind that categories will vary from person to person.

2. Specific Sort - Next, sort the contents of each bag into more specific categories. For example, 'Utilities' might be sorted into 'Water,' 'Gas,' 'Electric' and 'Cable. 'Banking' could be separated by account #, or by 'Savings,' 'Checking' and 'Car Loan.' (Don't bother with the 'Acton' pile. We'll get to that soon.) Again, your particular headings will depend on the types of papers that you have. But the principal is the same. Each of these subdivided piles will eventually get its own file folder.

3. File - Now that the sort is complete, it's time to set up a filing system. Let's keep it simple. Bills, statements, and similar records will be filed chronologically, with the most recent bill in front. For example, take your Visa statements and arrange them by statement date, from oldest to most current. Get an empty folder, label it Visa, and put the statements inside. Do the same for each utility, bank account, and other pile from step 2. Major purchases will each get a separate file. So, if you buy a new washing machine, create a washing machine file. Put your receipt, warranty, manual, and other info related to that washing machine inside. If the appliance requires repairs, put those receipts in the folder too. Non-dated items, such as instruction manuals and articles will also go into appropriately labeled files.

4. Action Files - Remember the papers from step 1, which require your action? Let's sort them into two piles, and assign each pile to its own file. The first group will include items, such as bills that must be handled this week. Some people like to call this a 'tickler file'. I suggest writing each task on a to-do list, as you put the paperwork in the file. Put all items that must be handled within a month, but not necessarily this week in the second pile. Put these items in a file labeled '30 Day Action'. The idea is to review your 30-Day file regularly, and transfer items into the tickler file, as you reach the one-week deadline date.

Marc Rifkin is a Professional Organizer, and owner of OASIS professional organizers, which provides home and office organizing solutions to clients in Greater Seattle. For more info please contact the author at info@oasisorganizers.com, or check his website, info@oasisorganizers.com

?2005 OASIS professional organizers

May be reprinted with full author credit, bio, and all links intact only

green cleaning service Park Ridge ..
In The News:

A groundbreaking new study has uncovered disturbing AI blackmail behavior that many people are unaware of yet.
Four teams of autonomous humanoid robots competed in China's first AI soccer tournament, demonstrating advanced capabilities in ball detection and independent decision-making.
The ID. Buzz autonomous van features self-driving technology with 13 cameras, nine LiDAR units and five radars after Volkswagen partnered with Hamburg and Uber for 2026 deployments.
Social Security phishing scams use urgency and impersonation to steal personal data. Learn how to spot fake SSA emails and implement 10 protective measures.
French startup Pazzi Robotics created an AI-powered pizza robot that made pies in under five minutes without human help, but it closed in 2022 despite patents and expert partnerships.
Reclaim your time from big tech with effective screen time reduction strategies for iPhone and Android, featuring steps to limit app usage and create phone-free zones.
Amazon Prime Day shoppers face threats from 120,000-plus scam websites as cybercriminals prepare phishing traps and malware ahead of the July sales event.
Fox News' AI Newsletter brings you the latest on this rapidly evolving technology.
The AEON humanoid robot tackles labor challenges with Nvidia AI, Microsoft Azure cloud and advanced spatial awareness, working alongside industry leaders Schaeffler and Pilatus.
Google's Ask Photos feature brings AI-powered searches to your photo library, letting you find memories with natural language queries while maintaining privacy controls.
The return of blue book exams emerges as universities fight widespread AI academic dishonesty and educators debate whether to ban AI tools or teach responsible usage.
Signs your phone might be hacked include strange behavior, unauthorized texts, battery drain and pop-ups, while protection involves updating software and avoiding public Wi-Fi.
Tokyo startup H2L has launched Capsule Interface technology enabling full-body robot control with muscle sensors, offering immersive remote operation.
The A.I. industry seems set for growing pains as Big Tech companies scramble for solutions to the medium's unprecedented strain on the power grid.
Fourth of July fireworks cause a 60% spike in lost pets, but GPS trackers and AI photo-matching services like Love Lost can help reunite missing dogs with their families.
Protect yourself from jugging, the rising crime by which thieves monitor ATM users and follow them to steal cash, with six practical safety tips to stay alert and secure.
U.S. airlines like Delta, American and United are selling your domestic flight records to government agencies through the little-known Travel Intelligence Program.
Autonomous robots from Uber Eats are rolling out across U.S. cities, featuring LIDAR sensors, secure compartments and all-weather operation for food and grocery delivery.
Costco has expanded into EV infrastructure with new ultra-fast charging stations that can charge most electric vehicles to 80% in 20-60 minutes while shoppers browse the warehouse.
The new Gemini Robotics On-Device AI allows robots to perform complex tasks without internet, offering enhanced privacy, reliability and adaptability for real-world use.
Protect yourself from Amazon phishing scams by spotting red flags like suspicious sender addresses and spelling errors while using Amazon's Message Center to verify communications.
GAC Group's new Govy AirCab flying car combines lightweight design with advanced safety systems and smart cabin technology to revolutionize city travel with an 18.6-mile range.
The Berkeley Humanoid Light (BHL) is a lightweight, open source humanoid robot that anyone can build using 3D-printed parts and off-the-shelf components.
Meta’s new AI chatbot is getting personal, and it might be sharing more than you realize.
A new threat targets both Android and iPhone users: SparkKitty, a powerful mobile malware strain that scans private photos to steal cryptocurrency recovery phrases and other sensitive data.

Don?t Be A Clutter Victim

There are 3 kinds of clutter: Inner (between our ears);... Read More

Organize Your Desk ? Live Longer!

It may seem far-fetched, but by organizing your desk, your... Read More

10 Common Roadblocks to Getting Organized

1. All or nothing thinking/taking on too much." I'm going... Read More

Get Organized: 10 Universal Laws

The Law of the 1st StepA good first step in... Read More

Managing Mealtime Madness

It is 5:00 pm and Cindy has no idea what... Read More

Tired of Endless Chores and To-Dos? Stop Running Around in Circles and Enjoy Life Again

Do you feel like you are running around in circles,... Read More

It?s Spring Cleaning Time? Let?s Make Room For Abundance!

I gathered some things you can do this spring while... Read More

Oh No, Not Another Interuption, How To Deal With Everyday Distractions

Every day I find junk mail waiting for me, whether... Read More

Letting Go of Clutter In Your Office

Some people would say I'm the last person in the... Read More

Kids Clutter: Organizing at Every Age

Our children are probably the biggest clutter creators we have... Read More

Declutter Your Home in 11 Easy Steps

Feeling overwhelmed at the thought of organizing your home? Start... Read More

Quick Organizing Tips From Assistance For You

Keeping on task and getting organized starts with a basic... Read More

Organization Tips - How to Organise Your Computer Files

Everytime Mary had to find a file on her computer,... Read More

5 Tips to Banish Clutter From Your Life For Good

Studies show that 80 percent of what we use comes... Read More

Does Your Storage Make Sense?

What do your storage spaces look like? Do you know... Read More

Get Organised and Transform Your Life

It takes effort to get results, and not just any... Read More

Organized Living in a Disorganized World

We are bombarded with so many factors that perpetuate disorganization.... Read More

Getting Organized For The New Year - Part 1

The following procedures will insure an organized and well run... Read More

5 Reasons to Organize Your Home Today

Home organization isn't just for neat-nicks or those drawn toward... Read More

10 Organizing Tips for Road Warrior Parents

Parenting is always a challenge, but particularly so if your... Read More

Be More Productive at Work: Avoid These Eight Traps

Obviously, productivity involves producing. Producing widgets, events, reports, sales. The... Read More

How Can I Deal With It All?

Are you feeling overwhelmed? Have a to-do list a mile... Read More

Spruce Your Environment, Spruce Your Spirit

After a long winter, this is the time of year... Read More

Are You A Collector?

Collections are the outward manifestation of a deeply-felt principle or... Read More

Change the Way You Think and Change Your Life

Dennis is working as a factory worker during the day... Read More

emergency cleaning services Morton Grove ..