How to Organize Household Documents

Keep your important papers, receipts, and files in order.

The Paper Chase

Perhaps the most frustrating of household tasks is managing the mounds of paperwork that come in with the daily mail and every shopping trip.

Don't let it overwhelm you.

Instead, make it a priority to create an organizational system that gets your clippings, receipts, and valuable documents into their proper places, where you can find them. Here you will find all the tips and ideas you need to keep your paperwork neat and organized.

1. Maintain a Workable Filing System Filing household documents and records wisely will save hours of searching later. Here's how to keep files manageable.

• Routinely set aside time to sort through papers and household files. Throw away every item you can when you sort. Your first instinct of the value of something is probably right. If you're really not sure, put a note on the document about what you need to do to determine if it's worth keeping, and put that in your "to do" pile.
  
  
• Use your computer to reduce paper documentation. Computerize files of important information (copy them on disk, too), and explore online banking options. Most banks have Internet-based systems that may work with your current Web browser, or the bank will supply you with software to make the right connection.
  
  
• To organize paperwork that you must save, use file folders. It helps if you keep categories specific enough to make searching easy, but general enough to keep the number of files manageable. Always start file names with nouns. For example, "Letters, Personal," is better than "Personal Letters." Other headings you might use: Directions and Maps, Investments, Repairs, Medical Records, Insurance, Taxes, and Warranties.
  
  
• For easy identification, color code your files. You may wish to use colored folders: for example, green for investments or red for taxes. A cheaper, quicker method is to use colored labels, colored plastic tabs, or to write file names with colored markers.
  
  
• To keep folders clean, store them in alphabetical order within an enclosed container or drawer. Visit a home store or office supply store to find your options, including cabinets, stackable file drawers, plastic file boxes, and cardboard file cartons. Make an alphabetical list of your folders and tape it on the outside of the container or drawer.
  
  
• Each time you consult a folder, review all of its contents. Discard any items you no longer need.
  
  

Maintain a Workable Filing System

2. Rotate and Update Your Files
Once you have set up your filing system for household papers, be sure to rotate current files into long-term storage as required. For example, once you have filed your annual tax return, put copies of all relevant documents in a separate permanent tax file for easy retrieval (tax documents should be kept for a minimum of seven years). Then throw out all papers you don't need and start a new tax file for the current year. Update health insurance files with new policy provisions. Keep savings and investment files up to date with current balances and account numbers. Be sure to back up computer files on a separate disk.

3. Safekeeping for Important Papers
Some papers are more important than others, such as automobile titles, savings and investment documents, and anything related to the purchase of your home (such as your loan agreement and title insurance policy). Consider storing these papers in a fire-safe box (bolted to the floor, for the greatest security), or in a safe-deposit box at your bank. In addition, most home insurance companies advise making a personal property inventory (on paper, with snapshots, or in video form) and storing it in a safe-deposit box. In the event of a natural disaster, a record of your possessions will make filing an insurance claim easier.

Items of sentimental value should be stored conveniently and safely, too. Personal letters, newspaper clippings and programs kept in one place will be easy to move quickly in case of a flood or fire. A metal strongbox or footlocker works well for this purpose.

4. Hiding in Plain Sight
To store valuable documents, money, or jewelry, it is best to rent a safe-deposit box at a local bank. But if you prefer to keep some valuables at home, try foiling would-be thieves by hiding these treasures in ordinary places. For example, you can create good storage with an empty food can or within the pages of a book. Just remove the lid on a food can, empty the contents, and wash thoroughly before putting valuables inside. Secure the lid and place the can back on the kitchen shelf. Books can be good places to hide paper valuables.

You also can use a tissue box to camouflage your valuables. Carefully open a box, remove some of the tissues, wrap your valuables and place inside, layering tissues on top. Reseal the box and store with other tissue boxes.

5. Rounding Up Receipts and Warranties
Keeping track of receipts and other paperwork for household purchases can be a headache, but it's worth the effort if you need to return an item or to contact the manufacturer. Here are some filing ideas.

• Check receipts when you buy an expensive item; make sure the receipt clearly states what it is and when and where it was brought. Write on the receipt any information that is not clear, for future reference. Staple warranties and guarantees to the receipts.
  
  
• Buy an accordion file at an office supply store; they're available with tabs for alphabetical organization. Place the file in a convenient location, such as your desk or in the kitchen.
  
  
• Annual sweep At the end of each calendar year, look through the entire file and discard what you can.
  
  
• Use ring binders to make it easier to keep track of booklets and papers too useful to throw out but often difficult to find. Label the binders and keep them on a shelf in your home office or in another convenient place. As you pay bills and acquire owner's manuals, instructions, and store contracts, punch holes in those you need to save and slip them into the various labeled binders. Use tabbed dividers in different colors, available at office supply stores, to separate categories. The books' contents will be easy to retrieve and peruse.
  
  
• Labeled freezer bags, which are see-through and dust-proof, make ideal containers for miscellaneous items like disks, manuals, and warranties related to computers.

Rotate and Update Your Files

Once you have set up your filing system for household papers, be sure to rotate current files into long-term storage as required. For example, once you have filed your annual tax return, put copies of all relevant documents in a separate permanent tax file for easy retrieval (tax documents should be kept for a minimum of seven years). Then throw out all papers you don't need and start a new tax file for the current year. Update health insurance files with new policy provisions. Keep savings and investment files up to date with current balances and account numbers. Be sure to back up computer files on a separate disk.

Safekeeping for Important Papers

Some papers are more important than others, such as automobile titles, savings and investment documents, and anything related to the purchase of your home (such as your loan agreement and title insurance policy). Consider storing these papers in a fire-safe box (bolted to the floor, for the greatest security), or in a safe-deposit box at your bank. In addition, most home insurance companies advise making a personal property inventory (on paper, with snapshots, or in video form) and storing it in a safe-deposit box. In the event of a natural disaster, a record of your possessions will make filing an insurance claim easier.

Items of sentimental value should be stored conveniently and safely, too. Personal letters, newspaper clippings and programs kept in one place will be easy to move quickly in case of a flood or fire. A metal strongbox or footlocker works well for this purpose.

Hiding in Plain Sight

To store valuable documents, money, or jewelry, it is best to rent a safe-deposit box at a local bank. But if you prefer to keep some valuables at home, try foiling would-be thieves by hiding these treasures in ordinary places. For example, you can create good storage with an empty food can or within the pages of a book. Just remove the lid on a food can, empty the contents, and wash thoroughly before putting valuables inside. Secure the lid and place the can back on the kitchen shelf. Books can be good places to hide paper valuables.

You also can use a tissue box to camouflage your valuables. Carefully open a box, remove some of the tissues, wrap your valuables and place inside, layering tissues on top. Reseal the box and store with other tissue boxes.

Rounding Up Receipts and Warranties

Keeping track of receipts and other paperwork for household purchases can be a headache, but it's worth the effort if you need to return an item or to contact the manufacturer. Here are some filing ideas.

• Check receipts when you buy an expensive item; make sure the receipt clearly states what it is and when and where it was brought. Write on the receipt any information that is not clear, for future reference. Staple warranties and guarantees to the receipts.
  
  
• Buy an accordion file at an office supply store; they're available with tabs for alphabetical organization. Place the file in a convenient location, such as your desk or in the kitchen.
  
  
• Annual sweep At the end of each calendar year, look through the entire file and discard what you can.
  
  
• Use ring binders to make it easier to keep track of booklets and papers too useful to throw out but often difficult to find. Label the binders and keep them on a shelf in your home office or in another convenient place. As you pay bills and acquire owner's manuals, instructions, and store contracts, punch holes in those you need to save and slip them into the various labeled binders. Use tabbed dividers in different colors, available at office supply stores, to separate categories. The books' contents will be easy to retrieve and peruse.
  
  
• Labeled freezer bags, which are see-through and dust-proof, make ideal containers for miscellaneous items like disks, manuals, and warranties related to computers.