Common Mistakes in Home Filing and How to Correct Them

You put in the time and gotten started on a home filing system. But you still don’t feel like you can relax. You don’t think you’re any more organized then you were before you had a system. You may have fallen into some common home filing system pitfalls.  Making these mistakes can make getting organized an exhausting uphill battle. If you know what these mistakes you can fix them or avoid them altogether.

1. Your files include too much or are too general. Your file system should be simple, but not OVERLY simple.  If you categorize your files really generically the file will become a place to jam documents you’re not sure where else to go with. As an example you don’t want a file labeled just “Expenses”. This file could grow out of control quickly.  Divide up the file with folders such as “Credit Cards”, “Mortgage”, ect…

2. Your folder labels are confusing or have no meaning to you. If you label files that have information about your appliances with brand names, models numbers, or serial numbers you should be able to understand them at a glance. Instead of using complicated lists of numbers label the folder more simply for example, “Appliances-Refrigerator”. Your home filing system should be designed to work for you, not look nice to a third party.  It is a good idea to not include company names when you label folders containing information on subjects like your mortgage or car loan. label   Using the label simply “Home Mortgage” instead of “Bank X Mortgage” will save you the work of having to relabel your files when Bank X sells your mortgage.

3. You can’t read your labels.  Now you have folder labels that you understand and can quickly know what is in a folder. You also have to be able to see the labels.  Using a pen, or worse a pencil, can make it very hard to read your labels. The ability to read your labels quickly when you open your file drawer is a must. You can create easy to read labels on the computer or with a label maker.  If you would like to hand write them use a black sharpie and write in bold clear penmanship.

4. You don’t clean out your files regularly.  Once every year, at least, look through your home filing system and purge unneeded files.  The reasons for doing this are numerous. There are certain financial documents that you only have to keep on file for a specific number of years.  Pull and shred it the documents that you no longer need for this reason. Things change what was once a very important file to you may now be out of date. It’s also possible that you no longer need a paper copy of a document. In today’s computer savy age more and more documents are becoming permanently available online.  If you can find what you need, quickly and easily, in another location make room and purge the file.

5. There is no open space in your file drawer.  Finding a file and putting a file away when there is no extra room in a drawer is very difficult.  You can guarantee yourself a frustrating time filing by packing your files tight together in a drawer.  Go back to number 4 and consider purging your files if you find yourself dealing with this.  If you have cleared out extra file, then clean out any unnecessary junk.  If you are keeping any envelopes that bills or statements were mailed in recycle them. Throw away unneeded paperclips, staples, or binder clips(or save them to use somewhere else). If your drawers are still packed tight a larger or additional file cabinet may be in order.

Remain dedicated to keeping your home filing system organized.  Don’t let these common pitfalls derail you once you’ve started. Don’t be discouraged! Continue to tweek and adjust your system and you will be happy to find you have a more organized home and life!