I’ll explain to you how to finally sort your documents correctly. As a professional organizer, I know the great challenge of stacks of paper only too well. With this system, you can keep your paperwork organized in the long term.
The most important rule for well-sorted documents
Rule No. 1: There are no loose papers.
Never. No paper flies around, is squeezed in somewhere and possibly disappears. And can no longer be found when you need it quickly. Documents have exactly two places where they are stored: they are on the filing tray or in a folder.
The filing
As a a first place for filing you can use a
- Filing tray
- Drawer
- Box
- Magazine File
- Folder
All documents that still need to be processed are sent to this place
- Open invoices
- Forms that need to be filled out and returned
- Letters you still have questions about
Rule No. 2: No letter goes back into its envelope after opening.
Instead, it goes into the filing system. Envelopes are thrown away immediately.
Once the acute documents have been processed, you have two options: You staple them into the appropriate folder immediately after processing. Or you can collect and file everything once a week or once a month. Think about what works best for you and then stick to it.
The right folder to sort documents
For folders, the classic file folder, also known as ring binders or Leitz folders, are best suited. It is perfect for DinA 4 slips of paper and usually has a spine width of 8 cm. There is a label on the spine of the folder. And a tip clamp that you close after use so that all documents are firmly fixed in the folder.
These file folders are very sturdy and can be stored well. Papers can be added or removed quickly. You can also take it with you to important appointments. By the way, the folders don’t have to be in a boring lawyer’s black. Ring binders are also available in turquoise, pink, yellow or your favorite color. Investing in new, beautiful folders is worth it because you’ll enjoy picking them up. Sorting documents thus loses a bit of its horror. And beautiful folders even look appealing on an open shelf!
Sorting documents: step-by-step instructions
You need a large table or space on the floor.
The accessories
- Binder
- Dividers or an index (alphabetical or with colors)
- Clear sleeves
- Stapler
- Hole puncher
- Shredder
- Trash can
If you don’t have a shredder, you can borrow one from the office or from friends or neighbors.
Throw away documents or keep them?
Now you put all the documents in front of you. And you start: take each sheet in your hand and decide: keep or throw away.
Sort out generously. Don’t develop an emotional attachment to paper.
If you are now wondering: “How long do you actually have to keep private documents?”, there are tips for Germans from the Verbraucherzentrale.
Folder categories
Documents that you want to keep can be sorted directly into the following categories. It’s best to write each category on a piece of paper or adhesive strip and start making piles.
The categories are:
- Health
- Taxes
- House / Apartment
- Insurance
- Job
- Education / Training
- Purchases (receipts, instructions)
- Child A, B, C
Subcategories are of course possible.
Once you’ve sorted the documents into piles, you’ll see how much space they’ll take up in the folder. Now you can decide which documents can share a folder. Ideally, if they are thematically similar or come one after the other in the alphabet. Label the spine of the folder.
Sorting documents into folders
As a final step, go through each stack and
- staple together multi-page letters at the left corner
- punch all pages
- sort them chronologically: the older date down, the newer date always on the top.
Caution: Do not squeeze folders full of papers. After all, mail will continue to arrive in the future. So leave at least a finger’s breadth of space.
Now all the folders go into the bookshelf or into a filing cabinet.
Congratulations, you now have really well-sorted documents!
Do you need help with your paperwork? Or do you need to organize up your entire home office?
Then book your first Professional Organizing appointment in Berlin.
Christin Köppen
Professional Organizer in Berlin