Sometimes
it's hard to begin a filing system when you are starting with
a large pile or box of papers. This will help give you and idea
of different categories you can use to help file your things.
An easy way to go about it is to create Main
Categories and then create
Sub Categories in each of those categories.
It makes it simple to find what you need and will save you time
and effort in searching.
Some
steps for starting your filing system:
Go
through your papers and separate into general
stacks of similar items.
Create
your Main Categories then Sub
Categories.
Some
Sub Categories may contain the same information
as other Sub Categories in other folders (i.e. auto insurance
in your AUTO Main Category and in your INSURANCE
Main Category).
Use
manilla folders, legal or letter size; expandable folders
(these come in all different sizes and contain anywhere from 4
pockets to 13 pockets - and some even do more). These types of
folders are good in you want to make each expandable folder a
Main Category and the pockets inside to file your Sub Categories.
Color
Coding
is good when you have a lot of files (either color labels or color
folders). File alphabetically for easier location.
If
you don't have good handwriting, print your
labels on your computer or use a label maker.
Store
all your folders
in a box or file cabinet, where they all are accessible and easy
to get to.
Keep
important items
(such as receipts and warranties) for the proper amount of time.
It's also good to make photo copies of receipts and warranties
and file them as well for back up purposes.
Anything
you can file on your computer - do
this. Use a ReWritable disc to store back-up data, but it will
eliminate a lot of paper and give you more space.
Main
Categories and Sub Categories
(in
alphabetical order with the main categories in
blue and the sub categories in red)
some categories are repeated to show that there are more
than one day to file particular information
ADDRESSES
Addresses
Anniversaries
Birthdays
Email
Addresses
AUTOS
Title
or Loan information
Warranties
& Services
Insurance
Information
Repairs
Maintenance
Records
Receipts
on all work done and parts bought by you
* If you have many vehicles, it may be easier to make one folder
the each car/vehicle and put all the information for each one in
that particular folder.
CERTIFICATES
Birth
Death
Marriage
Church/Charity
* It's
a good idea to keep the originals in a fireproof safe or a safe
deposit box and the copies of each of these in your files.
CHARITY
Personal
donation records
Receipts
*
Keep accurate records of your donations and receipts for tax
purposes.
CHILD
CARE
Contracts
Receipts
Schedules
CHURCH
Tithing
Records
Offering
Records
Addresses
*Keep
very good track of your receipts for donations for
tax purposes.
FINANCIAL
- BUSINESS
Checking
Statements
Savings
Statement
Deposit
Slips
CD
Info
Bank
Account Information
Credit
Card Statements
Credit
Card Receipts
Financial
Reports
Etc.
FINANCIAL
- PERSONAL
Checking
Statements
Savings
Statement
Deposit
Slips
CD
Info
Bank
Account Information
Credit
Card Statements
Credit
Card Receipts
Financial
Reports
Etc.
*If
your deposit slips are your
record of income, you need
to keep them for 7 years,
for tax purposes. If they
are not needed for your
records, you can throw them
away after you have reconciled
your statement. Keep all
your duplicate checks and
check registers in a separate
box, clearly labeled with
the dates and checks used
(April 2001 - August
2001, Check #1001 - Check
# 2468)
GIFT
IDEAS
Birthdays
Holidays
Graduations
Weddings
*
It's a good idea to write down gift ideas as you
hear your family and friends mention things they
would like. Pictures from catalogs and magazines
are a good thing to keep filed as well.
HOME
MAINTENANCE
Receipts
from all materials, appliances, equipment, etc bought
as well as work you had other companies do. Warranties
can be kept in this file as well.
IDEAS
FOR YOUR HOME
This
is a good place to keep pictures, ideas, business cards
for services, etc. for future use regarding your home.
(i.e. you are planning on adding a sunroom to your house
and you find pictures in magazines of how you want it
to look and you found someone in town who specializes
in sunrooms - keep all this information together here.)
INSURANCE
Auto
/ Vehicle
Health
Home
Life
Business
*If
you have any pictures of your vehicles or house for
insurance reasons, you can keep a copy in these folders,
but you should also keep another set in a fire proof
safe. For your auto insurance, there should be a separate
folder for each vehicle for easier location and access.
INVESTMENTS
CD's
Stocks/Bonds
Real
Estate
401K
Cafeteria
Plan
*It
is best to keep current statements only. After you receive
your year end statements, you can dispose of all the monthly
statements. If you purchase or sell any of your investments,
keep all the paperwork, dates, etc. for tax purposes.
MEDICAL
Doctor's
Information
Medical
History
Prescription
Information
Dental
Chiropractor
Vision
Insurance
Receipts
Blood
Type
*
Each individual family member should have their own file
for easy access.
PETS
Veterinary
Information
Medical
Records (Shots)
Medicine
Schedule (heart guard, etc.)
Ownership
Papers
PHONE
(CELL PHONE AND LAND LINE, INTERNET)
Land
Line
Cell
Phone
Internet
Contracts
*
Keep monthly receipts for each sub-category.
REAL
ESTATE / RESIDENCE
(each property should have it's own separate file)
Title
Deeds
Mortgage
Statements
Warranties:
appliances, equipment, etc.
Home
Improvement Receipts
Rental
Contracts
*Any
property related information should be kept within
these files. If you have vacation or rental properties,
they should include all property related information
as well. Keep all the manuals and warranties for as
long as you own the item.
RESUME
Have
on file your most current resume. Always update before
you send it out.
TAXES
Charitable
Donations
Deductions
Business
Expenses
Mortgage
Information
Real
Estate Taxes
Receipts
for tax deductible items
*
There are so many more items that can be filed here.
Anything you need for taxes, file here. Do not dispose
of them until the tax year is over and your taxes are
taken care of.
UTILITIES
Water
Public
Service
Telephone/Internet
WARRANTIES
Any
product, appliance, piece of equipment, electronics,
etc. that you have.
*
Keep them for as long as you own the item.
WILLS/TRUSTS/ESTATE
PAPERS
Living
Will
Trust
Information
Wills
Power
of Attorney
Estate
Papers
Medical
Information
Life
Insurance
*
It's a good idea to keep the originals in a fireproof safe
or a safe deposit box and the copies of each of these in
your files.
