YTread Logo
YTread Logo

How to Organize Files in Office/Home (Part 2 of 9 Paper Clutter Series)

Feb 27, 2020
Hello everyone, I'm Alejandra from Alejandro TV and in this video I am going to share with you two ways to

organize

your

files

but first if you have piles of

paper

s, piles of documents that are accumulating on horizontal surfaces around your house and you are having difficulty start making decisions, de

clutter

ing, there is a link below to offer you support and accountability, if you can benefit from that, okay, when it comes to

files

, there are two ways to

organize

them, there are more ways to organize them, but in this video. I'm going to share two ways: The first is with a traditional filing cabinet, so I've been using the same filing system for about eight or nine years.
how to organize files in office home part 2 of 9 paper clutter series
It's really easy to set up, it's intuitive, it's color coded, and I highly recommend it. If you're looking for a simple filing system, all you need to do here is set it up, categorize your documents, and then decide which main category they belong to, so all the tabs are color-coded, not the actual files you can't folders. files you can color go into your file folders, but it makes it harder to maintain, so I recommend sticking to one file folder color and just color-coding your tabs so all the red ones are your most important documents that you will never want to get rid of.
how to organize files in office home part 2 of 9 paper clutter series

More Interesting Facts About,

how to organize files in office home part 2 of 9 paper clutter series...

Of all the orange ones are documents that are updated periodically, so an insurance policy that is updated every year is orange, green is anything financial, blue is any tax related document, purple is any special interest and then also They have brown and gray, that's Not here, but it's a great system. I spent the last month going through all the

paper

s inside my house, organizing them and getting rid of obsolete, expired things, that I no longer need, and what I did was come. until I realized that I don't like opening a heavy file drawer and shoving papers into an oddly shaped file folder and I feel very limited in the amount of organization that can actually be done in a file folder, as if They could staple things together. folder, cut them out, fasten them.
how to organize files in office home part 2 of 9 paper clutter series
I really wanted to take it to another level, so I decided to change all my papers in my filing cabinet for all these folders here, what I did was, in addition to de

clutter

ing, eliminating things that are obsolete, I also took out all the documents that are my most important documents. important. If I were in an emergency situation, you know what I would run and grab. You know, if you're in that situation, you don't want to have to come here and make a decision. although they are actually in the red section, so I set up a different system that I will share with you in an upcoming video.
how to organize files in office home part 2 of 9 paper clutter series
I pulled out all the sentimental papers, as well as any photos, award certificates, clippings, family recipes, report card illustrations from when I was a My son and my parents gave me. I took all that stuff out of the filing cabinet and put it into another system, which I'll share a little bit about in an upcoming video. In fact, I took an entire course on how to organize emotional clutter, let go, and make those decisions. link below if you want to learn more about that, but I told you that all of that stuff, the taxes came out of here and basically all I was left with was everything that I feel like belongs in a filing cabinet, all of your records, so medical records are financial. pet records car records house records and then any reference materials, insurance policies and paperwork, everything related to my business, like staff payroll, all those things, the records and reference materials are in all of these folders here and I'm really excited to share what the folders look like, so what I did here is I took all of my favorite features from all of these folders behind me.
I won't show you all of them because it would take me forever, but I created them. This folder has the same features as all of these folders and that's what I'm going to go through and show you. This is the folder. I use the same folders for all my folders except the legal size, this is a better folder from Staples actually called a better folder and in my opinion they really are better folders, they come in many different colors, the front has a nice pocket for put some kind of cover or something like that. I always put a piece of paper that matches the color of the binder on the spine, the outside spine, that there's a place to label your binder, so all I do is use the label that you would put on the binder, same thing here on the side of the folder, one of the first things in the folder.
More than newer folders, many of the older folders not only don't have this, but they also have a reinforced pocket built into the cover and it's great for small things, like cards, CDs, USB sticks that you can put

office

supplies in. here with a journal here it's good to contain them right there so in some of these folders behind me some of the folders have important information that I reference often or they're just like it's really important information so what What I do is I mention that important information and I put it in a sheet protector on the front of the folder so it's really easy to find and access, so basically it's an important note for me in the future, it could be a reminder of a critical note. it could be instructions on how to do something, it could be a checklist, a spreadsheet or a chart, just some kind of important information, behind that I have all my dividers, something you could never do in a filing cabinet where you could have a small file. folders in a hanging file folder, but this is much more organized.
I use the same dividers. I have all the subcategories for the main category of the folder, so if it is a medical folder, some of its subcategories may be medical record test results. dental vision OBGYN skin care etc. so have all your subcategories now if you use dividers like this and label them with the label maker or write them by hand and want to reuse your dividers next time what you can do is before tag them, move on. and make a copy on your printer or scanner, something like that before you label them and save the copy behind the table of contents so you can reuse this stuff and have a new table of contents.
Well, another thing you can do here is you can have Sticky Pockets on your dividers or somewhere in your binder to hold again something whether it's small cards, receipts, CDs, anything else, business cards and here you can put this on the cover if there isn't a built-in pocket, so one thing you can do is if you have a lot of documents, you can sort them further by date, year, alphabetically using some other type of identifier. For example, my husband has so many car records because his car is 13 years old, so what I did was I went through all of his car records.
I organized them and organized them by year, so 2006 together, 2007 together, etc., they are stapled and then in the top right corner I just write the year, I highlight it, so the next time I go to that file folder, they're all together, so for example, here's the 20 19, here's the 20 18 2017, etc., makes it a little more organized, so another thing you can do on the folders is use sheet protectors to make sheet protectors for all kinds of sizes, so you can put paint swatches in here, these are like little business card pockets, obviously they can be business cards but you can also do paint swatches so what I did in my

home

binder is I have paint swatches per room and then I label them family room . bathroom etc. you may also have or find sheet protectors for note cards for work or something like that also for recipe cards for photos.
These are 4x6, they are also 5 by 7. Obviously, there are full page session protectors for important documents. There is more time. sheet protectors for photo negatives or anything long. I can't think of anything else besides photo negatives and then if you have a lot of catalogs or brochures and you want to put folders in, they make these little catalog holders that just slide right in. half the catalog and then they go to the Rings and it's really cool and then here's one of those gusseted binder pockets that's not attached to the binder but it's on its own and that's good for magazines and brochures and anything. that's something loose that won't slide oh you want to secure it to the folder and make sure it doesn't fall out, that's what all these folders look like behind me.
I hope you found this video helpful if you are setting up a folder for the first time, have fun using your creativity and see what you come up with and again if you have piles of paperwork and need more support going through it and sorting it out there is a link below to help you get started. Thank you for being here and I hope to see you in a next video. Take care of the bike.

If you have any copyright issue, please Contact