From the course: Time Management Fundamentals

Paper and paperless filing made simple

From the course: Time Management Fundamentals

Paper and paperless filing made simple

“

- Let's simplify and speed up the process of basic filing creating homes for documents. I'll share a hybrid approach both paper and paperless that works for most people. If you deal with company documents, use the most common system that's already in place. For this course, I'll address personal filing. Sometimes, even paperless offices require a hard copy. When filing non-financial documents, use a simple alphabetical system, set up hanging file folders and label each file folder alphabetically. They usually come in groups of 25 so combine the letters X and Y to get to 25. If you have a lot of paperwork, you can create multiple alphabetical sets for each type of file. Whenever you need to file a document, write the general category on a manila folder, put the piece of paper in the folder and put that folder in the hanging file. This will make the paperwork easier to retrieve. Reuse that manila folder when you file again in an existing category. However, many documents are best handled by going paperless, scanning or taking a picture of them and then archiving them. Let's say I find a paper copy of an inspirational poem I like. Unless I intend to frame that poem, the easiest solution is to scan it using a paperless storage app. I prefer the simplicity of taking a picture using note taking apps. This permanently adds it to my database and makes the text searchable. You can even do this for your handwritten notes. Then I later process that scan using what, when, where processing. When deciding where its home is, I can sort the file using any category that makes sense then I remove the file from my inbox and archive it. What about financial documents like contracts and receipts? If you itemize expenses, you'll especially need to keep a copy of everything. Whether you keep paper or make digital scans, use this system. Create a set of 12, one for each month. Whenever you process a financial document or receipt, put it into the corresponding month. Create a new set of 12 for each year. If you're interested in going fully paperless, there are LinkedIn learning courses that can help but complete this course before looking those up so you don't get distracted. Now, let's discuss how to organize digital files.

Contents