Self Help

There are many filing systems out there, with some so complicated that only the person who set them up can use them. Therefore, it’s worthwhile spending some time to discuss setting up a household filing system that works so below are a few tips to help you out.

Keep your system as simple as possible, make it alphabetical wherever possible, label everything clearly and boldly, and be sure it is easy for other people to use. It should be self-explanatory, whenever possible. Even home filing systems need to be clear and understandable if you’re not there. It should be simple for anyone (even the house sitter) to do if your files are set up right.

Your filing system falls into three categories: Working, Reference, and the Deep Freeze (Archival).

Working Files: Working files get prime real estate, the space that’s closest to you. Depending on whether you have a home office or not, these might be in your office or at your central planning station, wherever that may be. You need a central place to keep the supplies and information you rely on to keep everything moving. This can be in a closet or cabinet, wherever it’s easy to get at and closest to the activities of planning, paying bills, handling correspondence, and keeping regular reference materials. These files include current projects and current financial information.

Reference Files: Next are your Reference files. These are things you need to refer to fairly often, but they’re not part of your daily life. These files might include information on hobbies, career, housekeeping, your family history - whatever is currently in your life - but not essential to the daily workings of your household. If you have room to keep both the Working files and the secondary files in the same place, that’s great. If not, Reference files should still be accessible.

Deep Freeze Files: The final part of your filing system is the Deep Freeze and there should be practically nothing there. In our household, because I’m a writer, we probably have more in this category than most people. I need to keep support files for the books and articles I do. I weed them out, then they go into banker’s boxes and get stored in the garage. The only other Deep Freeze files we have are past year’s tax records and support material.