How To Organize Your Papers

Transcription

1 Fact Sheet Organizing Household Files Alice M. Crites Area Family Resource Management Specialist Patricia A. Myer Area Family Resource Management Specialist Virginia A. Haldeman State Family Resource Management Specialist Did you ever spend more than ten minutes looking for a paper or a bill? If so, perhaps you need a home filing system. Knowing where important papers are located, and being able to find them easily, can be the difference between time and money lost or saved. Systems commonly used are the "shoe box in the closet" and "bottom drawer of the dresser." These haphazard systems can lead to frustration. In contrast, a wellorganized, complete filing system eliminates confusion when important papers are needed. It can save you time, trouble, money and frustration. It may even eliminate some arguments! WHAT YOU WILL NEED A place to work - a home business center. A corner of a kitchen, bedroom, or living room will do. A business center that is used frequently by all members of the household will pay dividends daily in convenience and cash dividends at income tax and bill paying time. A table or desk with a good light and a chair. An "in" basket or box for incoming mail. An "action" file or box - for bills to pay, letters to answer. A filebox (cardboard, wooden or plastic) or two-drawer cabinet - for storing the rest of the papers and receipts. Manila folders (8 ½" x 11") and file dividers. A file index (list of every file folder in box). THIS IS THE MOST IMPORTANT PART OF YOUR FILING SYSTEM. It helps you find what you need quickly and makes your system user friendly for others that may need to find things. A wastebasket for what's not filed. Most people want to save things that are no longer needed. When deciding what to keep, ask yourself these questions:

2 Do I really need to keep this piece of paper? If I need to keep this piece of paper, where should I keep it? How can I find this piece of paper if I decide to keep it? Any job is less tiring if everything needed to accomplish the job is readily available and efficiently stored in one place. WHERE AND WHAT TO KEEP In current home files, keep information related to current and last year's taxes; medical records; bills; insurance policies; warranties; copy of your will; inventory of safe deposit box, etc. Original items that would be difficult to replace, or are irreplaceable, should be stored in a safe deposit box. These include birth and marriage certificates, deeds, wills, irreplaceable tax receipts for current and last years taxes and household inventories. Photocopies of documents can be kept in your home file for reference purposes. Start by going through the suggested file key categories on page three. Check all the categories that apply to you. You can also add categories as you go through the list or later as you are filing your papers away. File dividers are helpful for the mail file Key Subjects. The Key Subjects are the headings written in capital letters and numbered 1,2,3,4,etc., in the file key. File dividers may be purchased at office supply stores. Manila folders for filing may be purchased at a minimal cost. It is suggested you buy an equal number of folders with right-hand, center, and left-hand tabs. Alternate tabs in the file drawers so the files are easier to find. The category headings and index numbers can be typed on gummed labels or printed on the tabs of the folders. In the suggested filing index, major category headings and subheadings are both alphabetized and numbered. You may prefer to omit the numbers, or you may want to use the numbers without putting them in alphabetical order. Modify the system to make it most useful to you. Write each subheading and its number on a file folder and place in numerical order in your file folder or box, starting with #1 File Index. Using taller file dividers for the major headings makes it easier to find the folder you want. Now gather up all your papers and select one. Decide whether it belongs in the "action" basket or needs filing. Use your file index to determine where the document goes. If none of the categories fit, make a new filing category and write the heading on your file index. As you put the paper in the file, write the file number on the upper right hand corner of the document. This makes the item easier to re-file after someone uses it because you can just place the paper in the right file without looking up the heading again. Select the next item to file and keep doing this until all items are filed or thrown away. Setting up the filing system takes time; but you will save time and frustration in the future. KEEP UP-TO-DATE It is important to keep up to date on filing. Having an established procedure will help: Have one place for incoming mail (an "in" basket). Decide what items are to be filed. When going over incoming mail, determine those items that are to be filed; place them in a box labeled To be filed. Items you decide not to file should go into the wastebasket. Have a regular time set aside for filing (once a month or so). When you are ready to file, use your file index to determine where the item goes. As you file, write the corresponding file number on the document. Placing the number at the same spot (such as the upper right hand corner) on

3 all items makes it easier to find them. File items in appropriate file folders. Keep file folders in order by number. After removing a folder, be sure to replace it in the proper numerical order. Discard outdated items periodically. At least once a year, go through your files and discard outdated information or transfer last year's information to a different location (store replaceable tax receipts with tax receipts with tax return, etc). A well-organized, complete filing system eliminates confusion when important papers are needed saving you time and worry. 1. FILE INDEX 2. ADDRESSES 2.1 Business 2.2. Christmas Card List 2.3 Personal 3. BANKING 3.1 Checking Account Statements & Deposit Slips 3.2 Lease for Safe Deposit Box 3.3 Notes Payable 3.4 Savings Account Statements & Deposit Slips 4. CREDIT ACCOUNTS 4.1 Credit Card Lists 4.2 Credit Contracts 4.3 Receipts and Bills Paid 5. EDUCATIONAL RECORDS 5.1 Adult (name) 5.2 Adult (name) 5.3 Child (name) 5.4 Child (name) 6. EMPLOYMENT RECORDS 6.1 Benefits 6.2 Employment Contract 6.3 Resumes 6.4 Retirement & Pension Plans 6.5 Social Security 7. FINANCIAL MANAGEMENT 7.1 Spending Plan 7.2 Expenditure Records 7.3 List of Savings & Investments (instruments in safe deposit box) Rental Property - Leases & Records

4 7.3.2 Statement of Investment Accounts 7.4 Net Worth Statements 7.5 Wills (file copy, keep original in safe deposit box) 8. HEALTH RECORDS (Medical & Dental) 8.1 Adult (name) 8.2 Adult (name) 8.3 Child (name) 8.4 Child (name) 8.5 Pet (name) 9. HOUSING RECORDS 9.1 Appliance & Equipment 9.2 Capital Improvements (irreplaceable records substantiating improvements should be kept in a safe deposit box) 9.3 Deeds & Abstracts (file copy, keep original in safe deposit box) 9.4 Floor Plan 9.5 Furnishings 9.6 Lawn & Garden 9.7 Lease 9.8 Mortgage Payment Schedule 9.9 Utilities 9.10 Guarantees & Warranties 9.11 Receipts - Household Items 9.12 Use Care Manuals 10. INSURANCE (Policies & Claims) 10.1 Disability 10.2 Health 10.3 Homeowner/Renter 10.4 Life 10.5 Motor Vehicle 10.6 Personal Liability 11. INVENTORIES 11.1 Computer Software 11.2 Household Contents (file copy, keep original in safe deposit box) 11.3 Food 11.4 Safe Deposit Box Inventory 11.5 Valuable Papers (copy with friend or family member) 12. TRANSPORTATION 12.1 Auto 1 - Expenses & Repairs 12.2 Auto 2 - Expenses & Repairs 12.3 Frequent Flyer Club 12.4 Licenses 12.5 Recreational Vehicles 12.6 Titles (file copy, keep original in safe deposit box)

5 13. PERSONAL 13.1 Birth, Marriage & Death Certificates (file copy, keep original in safe deposit box) 13.2 Birthdays & Anniversaries 13.3 Clothing Receipts 13.4 Clothing Care and Hang Tags 13.5 Drivers License and Social Security Cards 13.6 Newspaper & Magazine Subscriptions 13.7 Organization Memberships 13.8 Service & Veterans Benefits 14. TAXES 14.1 Gift 14.2 Income Tax Return 14.3 Current Year Miscellaneous Deductions & Credits 14.4 Personal Property 14.5 Real Estate HOUSEHOLD REFERENCES Household references can be filed with records or kept in a separate file by subject, or use the index card method to file. If you choose to file reference materials by subject matter method, your file folders might contain topics like: Child Care Cleaning Clothing & Textiles Coupons & Rebates Crafts & Hobbies Equipment Food & Nutrition Gardening, Lawns & Fruit Health & First Aid Home & Money Management House, Lawn & Furnishings Human Relations Remodeling - Building repair Vacations, Recreation & Maps To file by index card you need 3" x 5" index cards and an alphabetized index card file. Start with the items you want to keep. Label the first one in the upper right hand corner number "1". Write the topic heading that will help you find this item again on the top of the 3 x 5 card. Under the topic heading, write the number "1" and the item name. You can put number "1" under several topic headings. Put the topic heading cards into your file box behind the appropriate alphabetical divider. Example: You have a magazine article on home decorating titled Decorating With Style that contains ideas for windows, painting and color combinations. You would label the article number 1 in the upper right hand corner. Label one topic card "Windows", and write under the heading "1. Decorating With Style". On a second card, write the heading "Painting" under the heading write "1. Decorating With Style". On a third card write "Color" and put "1. Decorating With Style". Place the item you labeled as number 1 in a manila folder. Next, pick up item number two, mark it as number 2 in the upper right hand corner, and list it on as many heading cards as needed. You can place multiple items in each manila folder, depending on how thick they are. If you place 10 items in the folder, be sure to mark the top of the manila folder #1 through #10. Then begin with item #11 in the second folder. When you finish, you might

6 want to make a list of the topic headings you used as a quick reminder of what you might have filed something under. You can file anything from paper references to boxes of things stored in the garage using this system. For the box of things stored in the garage, on the topic card put the box number and its contents and where it is stored. An effective record keeping system will help you succeed financially. But sometimes, the hardest part of setting one up is getting started. So think about strategies you can put in place to help with setting up an organized filing system. Design your system as elaborately or as simply as fits your needs. UNIVERSITY OF NEVADA RENO The University of Nevada, Reno is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of race, color, religion, sex, age, creed, national origin, veteran status, physical or mental disability, or sexual orientation, in any program or activity it operates. The University of Nevada employs only United States citizens and those aliens lawfully authorized to work in the United States.