File Organizing - Checklist

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:

1. Go through your papers and separate into general stacks of similar items.
2. Create your Main Categories then Sub Categories.
3. 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).
4. 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.
5. Color Coding is good when you have a lot of files (either color labels or color folders). File alphabetically for easier location.
6. If you don't have good handwriting, print your labels on your computer or use a label maker.
7. Store all your folders in a box or file cabinet, where they all are accessible and easy to get to.
8. 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.
9. 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
pink and the sub categories in green)

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.