How do you work a file cabinet?

June 26, 2007 9:21 AM

Tell me about your personal filing system. How you organize your file cabinets, that is.

Horrifying but true: in 32 years of living, I've never owned filing cabinets until now. I've been doing GTD for a while now but have resisted starting my "reference" files because I don't really know how. Silly, no? I'm also starting a small business and will need to keep plenty of paperwork for that, but again it will mostly be reference material--very little of it will require action.

So yeah, starting from scratch, how would you recommend I build a clean system for keeping track of all the random paper that drifts into my life? That laundry basket full of old mail and tax forms just ain't cutting it. Ask my girlfriend, she'll confirm.

posted by 2or3whiskeysodas to Grab Bag (24 answers total)

Response by poster: I found this, but it's not what I'm looking for.
posted by 2or3whiskeysodas at 9:22 AM on June 26, 2007

I' m an erratic filer, and I've found that broad categories are best for me. House, Legal Stuff, Taxes, Appliances, Paid Bills, Important Personal Documentation, etc. Since you'll rarely need to go back through your files, broad categories are probably enough to point you in the right direction when you do need to search, without being overwhelming.

One good way to get started is to sort all your stuff (on a big table) into piles, in a way that makes sense for you, FIRST, then label the files accordingly... rather than coming up with the labels first and trying to make things fit.
posted by nkknkk at 9:34 AM on June 26, 2007 [1 favorite]

I think that GTD recommends that you file everything A-Z in any categories that make sense to you, separating a category out from the main file only if it takes up a whole drawer. I find that small categories are actually better because it prevents sub-categories, which start to make it much harder to find things (as David Allen says, as you divide things up into categories you increase exponentially the number of places that something could be but isn't). So I have 'health care - dr. smith' and 'health care - dr. jones' under H, but not 'health care - blue cross - providers - dr. smith.' My main cardboard dividers between the folders are just A, B, C, etc. rather than House, Job, Home, etc.
posted by underwater at 9:46 AM on June 26, 2007

I've had the same filing system for fifteen years. One manila folder for bank, credit union, credit cards, all utilities, mortgage, investments, kid school, repairs, online printed receipts, cats, health-related, dental, insurance, tax return (one per return), automobile, employer, "misc" of course, and anything else that warrants its own category. I have a separate #10 envelope for all ATM, debit and credit card receipts, marked with starting and ending dates of enclosed receipts. Bills and receipts pile up on the desk and once a month I reconcile, sort and file. Takes a couple of hours.
posted by ldenneau at 9:50 AM on June 26, 2007

I have a 4 drawer file cabinet. Each drawer is a broad category. 1. Money 2. Things 3. My personal stuff 4. My spouse’s personal stuff. Within the drawers I divided them further by stapling a hanging file shut (so nothing would end up in it) and labeled these with a different color tab than the regular files. Within Money I have Bank Accounts, Taxes, Investments, and Credit Cards with multiple files behind each. Within Things I have Owners Manuals consisting of three files, one for electronics, one for tools, one for appliances. These also have warranties and receipts, House, which includes files for mortgage, repairs, and homeowners insurance, and Cars, which includes a file for each vehicle and one for insurance. Personal drawers include health insurance, school stuff, etc.

The biggest factor in keeping up a system like this is throwing things away that you no longer need.
posted by found dog one eye at 9:59 AM on June 26, 2007

Like underwater said, GTD recommends everything A-Z. Since my filing space is too small, I've taken certain topics (in my case, teaching) and have that stuff filed in one of those plastic file storage boxes as I don't need it every day. But the best solution, I think, is to have ample space and do it all A-Z and cross-reference as necessary.

I generally have two levels. So something might be labeled "Retirement --> James" (for me) and "Retirement --> Gina" for my wife. Since the utility files are the ones I need most, I label them all "Utilities --> [whatever]." Same with banking and other logical sub-groups.
posted by wheat at 9:59 AM on June 26, 2007

Congrats on making it so long w/o filing cabinets. Have you considered scanning everything and filing electronically? 1) Given the right set-up, you will be able to access your documents from anywhere. 2) There are some programs that recognize words when you scan docs, so the docs will be searchable by google desktop or program of your choice, in case you can't find something. 3) It's a lot easier to move a hard drive than boxes and boxes of files. 4)You will still not own a filing cabinet, giving you bragging rights for years to come.

Remember to backup all the time.
posted by Eringatang at 10:18 AM on June 26, 2007

Well, split the paperwork into two conceptual piles: Current and Old. The "old" stuff is paperwork you're not likely to need to consult soon because the matter is closed. The "current" pile is on-going stuff.

File both alphabetically. Expect to be spending a lot of time at the filing cabinet each day. This is the price you pay for ensuring that paperwork is always findable, and not lost. Some paperwork can live on your desk if it's being used a lot, but don't be lazy. File things away.

File either under the name of clients, or if that isn't applicable, under a broad category, such as Tax, or Car, or Property.

You can also work the old "In" and "Out" trays on your desk, but I never got the hang of those.

Don't be tempted to get a scanner and attempt work in a paperless office. It doesn't work.
posted by deeper red at 10:24 AM on June 26, 2007

I use hanging file folders for a first level of hierarchy, and then manilla folders within for a second level of hierarchy. But if I were starting over, I'd probably do the A-Z thing where practicable.
posted by grouse at 10:28 AM on June 26, 2007

Oh, for trays, I have four trays: Process, Process: receipts and bank statements, File, and Pending. The Process stuff requires action as opposed to being filed away, and Pending is stuff I just need to keep around temporarily.
posted by grouse at 10:29 AM on June 26, 2007

I use hanging file folders. (I know it is against GTD cannon) Red tabs A-Z justified on the left. The as I need, I add a new file folder (all same color, not red) in the remaining four positions. Everything gets filed by company name with one exception, and that one is taxes. When there are enough of one company in the letter hanging file folder (BBB in the B folder) I go ahead and make a folder for BBB.

Here is how it sort of looks.

A (Position 1)
ACME Inc (Position 2)
American Express (Position 3)
AT&T (Position 4)
Automatic Thrift (Position 5)
Aztec Inc (Position 2)
B (Position 1)
C (Position 1)
...
T (Position 1)
Taxes - 940 (Position 2)
Taxes - 941 (Position 3)
Taxes - 1099 (Position 4)
Taxes - Property (Position 5)
Taxes - Sales (Position 2)
Taxes - W2 (Position 3)
posted by Classic Diner at 10:38 AM on June 26, 2007

I'm not convinced that GTD-filing is sufficient for a small business. You've got two things going on: your reference files, just like GTD teaches, but you've also got documents your business is required to retain for however many years.

The typical executive or manager that learns GTD has people or records departments taking care of the latter and only has to worry about reference filing (which should be A-Z). But I'd keep the documents that you're keeping on hand as "records-keeping" separate from the documents you're keeping on hand because you want them. "Stuff for me", "stuff for regulatory bodies".

Keep the stuff you have to retain for regulatory purposes organized primarily by date. That way every year you can take a drawer of a cabinet or however much room you use up per year straight to the shredder. It's not like you're keeping it for your own easy access, after all -- if you need it at all it'll be because you have to hand piles of it over to your accountant, lawyer, or the government.
posted by mendel at 10:40 AM on June 26, 2007

I started off filing things by month. I just had 12 folders, each with a month on them, and put stuff in there that was related to that particular time period. After a year, when I started to get around to files that were already filled, I'd pull everything in the folder out and sort through, shredding anything that looked like it was no longer relevant. It worked surprisingly well, for general items (receipts, invoices, correspondence), but caused me grief at tax time when I wanted to (say) gather up all my investment statements.

So now in addition to the 12-month folders, I also have a separate file drawer for subjectively-related folders. E.g., I have one for every bank account I own, one for each car, another for tax-related stuff, another for healthcare.

Together, the two systems work fairly well. My rule of thumb is that if I get at least an item a month to file for something, or if I might need to quickly gather up ALL the paperwork related to a topic, it gets its own folder. Otherwise, miscellaneous stuff just gets filed by month and (usually) thrown out after a year.
posted by Kadin2048 at 11:21 AM on June 26, 2007

Don't think about how you should file stuff away. Think about how you will look for that piece of paper when you need it. Think about what kind of categories will make it easy for you to find it in a year, and then file it there. That's the system for you.

It's also important to remember you can change your filing system any time, so don't sweat getting it perfect the first time out.
posted by bink at 11:25 AM on June 26, 2007

You should take a look at this system. We reviewed it at Unclutterer and it's pretty good.
posted by pjdoland at 11:30 AM on June 26, 2007

I'm also a follower of GTD and got serious with my filing system about a year ago. I agree with the above about having a flat file system. As for supplies, here's what I did:

Filing cabinets: You can get em for free if you check your local Houston Freecycle list. People are always trying to get rid of these. Just make sure the mechanism is smooth. Even if it's not, I've found it's pretty easy to set them right.

Buy a labeler. I love mine. I spent about $70 (including shipping) getting the labeler, power adapter and a spare tape at Provantage:

(BRTP00T) P-Touch 1200 1100 1700 6 8 12 15 20 25 300 SC100 ST1150 Power Adapt @ $13.82 each.
(BRTT018) PT-1280 P-touch Electronic Labeling System @ $32.78 each.
(BRTH147) TZ-231 1/2"(12MM) Black/White 1-Pack @ $6.88 each.

Don't get hanging file folders! I listented to that GTD advice, freecycled my old ones and have never looked back. They're a PITA and force hierarchy on your filing system which is no good anyway.

I bought 100 of the nicest, brightest yellow 3-tab folders I could find. I figured I saved a bundle on the filing cabinets I could splurge the extra $10 on folders.

I love filing now!
posted by funkiwan at 11:49 AM on June 26, 2007

Don't get hanging file folders! ... They're a PITA and force hierarchy on your filing system which is no good anyway

I've never understood why GTD recommends against hanging files. You can change the order of them just as you would loose files, and the files don't slip down and get covered by other files. The only disadvantages I have found are that they cost slightly more, and are a little bit larger if you want to toss them in a backpack.
posted by yohko at 2:08 PM on June 26, 2007

I've never understood why GTD recommends against hanging files. You can change the order of them just as you would loose files, and the files don't slip down and get covered by other files. The only disadvantages I have found are that they cost slightly more, and are a little bit larger if you want to toss them in a backpack.

Off the top of my head, here's my gripes with hanging files:

1. They're always falling off their hinges. I hated having to gingerly open the file cabinet drawer to not disturb their delicate balance! Who's the king of this filing castle anyway?
2. You have to label them as well as your folders. Which means I have to find the little labels (at the bottom of the drawer), find a good pen and write in neat script because I'm going to be looking at this for the next five years every time I open my drawer and then slide it in the little window guy without smudging it.
3. They're not as portable (e.g., backpackable). Also, if you're moving, it's hard to find boxes that will fit them. Not so for regular file folders.
4. They imply sub-levels when sometimes (often) they're not needed. For instance, looking in my file cabinet I have the following folders in sequence: Articles, Certifications, Catalogs, Charity, Check Stubs, Christie's Auction, Citizen, ConEdison... If I had those in hanging folders would I need to figure out which category each of those items go in and then label the hanging folder? If so, what if one got too big (e.g., Catalogs) and was forcing the move to another hanging file folder? I'm now faced with a choice: Do I create a separate hanging file folder just for catalogs? Do I now need to move those that were behind it into another hanging file folder, necessitating two hanging file folders? And if I don't need to categorize them in hanging file folders, what's their purpose?

Okay, so clearly I'm a little bitter from my hanging file folder experience. And yes, much ado about nothing. Except that the little nothings added up to me not filing my shit for months! When I first made the change I kept all my old hanging folders just in case I needed to go back. I hadn't realized what a hassle they were until I tried something else.

As for your complaint of files slipping down and getting covered, it has yet to happen to me. I think most filing cabinets have an adjustable back so you can regulate the depth. I had never used one before as they're not necessary with hanging folders but it really works perfectly. Too many folders: ease it back a little. Drawer is full: Split the contents in two, move the back half to another drawer and ease it forward again. Works like a charm.
posted by funkiwan at 3:01 PM on June 26, 2007

I use hanging files in a filing cabinet. My categories are somewhat idiosyncratic, and usually not alphabetical. Top drawer is current stuff: utility bills, current payslips, phone bills, tax stuff, identity stuff, recipts for this financial year, medical stuff. Next draw is old stuff: bills and recipts for previous dwellings, warranties, payslips for previous jobs, etc. Third drawer is manuals. Fourth drawer is everything else.

Basically it's just sorted in categories which I find useful, in order from most used front-to-back, and current to old top-to-bottom.
posted by ysabet at 5:04 PM on June 26, 2007

GTD doesn't like grouping file folders in hanging files. It even notes that it's OK to use them if your filing cabinet requires them, provided you only put one file folder in each hanging file.

(Personally, I like hanging files just because it lets gravity work for me instead of against me in a drawer that is not completely full.)
posted by mendel at 6:04 PM on June 26, 2007

It should be a system that makes sense to *you*. For instance, the following is mine, and it's worked well for me for years, but I don't recommend it to you. You have to sit down and think about your own needs and priorities and what's important to you.

*People (are more important than Money)
--Body: medical
--Mind: academic stuff
--Heart: personal passions
--Soul: personal relationships
*Money (is more important than Things)
--Income: all these self explanatory
--Outgoings
--Assets
--Debts
*Things
guarantees and instruction manuals, basically
posted by Pigpen at 8:01 PM on June 26, 2007

My paper file system is geared around what doesn't scan or what needs to be portable for re-use. Mostly, this is certificates, etc.

Therefore, for each member of the family, three files:

a) Health
b) Education
c) Employment

For each vehicle, one file for maintenance records, etc.

For each type of insurance, one file:

Car Insurance (right behind the vehicle files); this would include claim details if necessary
Disability Ins; ditto.
Health Ins; would NOT include claim details -- see person Health files;

For each year, a file for tax receipts

For each property, a file for copies of deeds, building warranties, covenants, etc.

The above are all in a filing cabinet drawer, labeled using a p-touch -- so much more usable.

Separately, in a wallet file, are all id related documents, such as visa applications, social security cards, etc. This is so it can be easily carried to wherever.

Also separately, is a three-ring binder with month tabs, where I put my business expense receipts, taped to letter size pages, in chronological order. When I periodically do my expenses, they come from here, onto the expense reports, which get scanned into my chrono system, and then submitted.

All other items are scanned into my chrono system. I have a utility which prompts for properties, and files everything by year and correspondent and tags each file with a tilde if it needs attention, and a caret if it's dealt with.
posted by blue_wardrobe at 9:24 PM on June 26, 2007

mendel: GTD doesn't like grouping file folders in hanging files. It even notes that it's OK to use them if your filing cabinet requires them, provided you only put one file folder in each hanging file.

True. I, like you, still use hanging files. But now that each one only has one folder in it, the cabinet is neat and it's easy to find things. I don't use the plastic tabs on the hanging file folders. The tabs on the manila file folders stick up just enough that you can read enough of them to find what you're looking for.

And I forgot to mention this: since my filing space is limited, I have to purge out old files (a good idea anyway). So, once ever 6-12 months, I go through the main file cabinet and purge out items I no longer need at hand. I usually only hit the folders that are getting really thick. These legacy items either go through a shredder and into the trash or into a plastic file box. So, for instances, I have "Banking --> Bank Statements" in my file cabinet. That probably contains the last six months worth of statements. Anything older goes in a similarly named file in the legacy box. This is handy for legacy tax records and the like, which you need to have but don't need to have at the ready.
posted by wheat at 8:24 AM on June 28, 2007

I have the std hanging files system, labelled in a way that makes sense to me. It includes two files at the front - one of which is "important documents", mostly my birth certificate and passport, but, if I was more organised, I'd also put in photocopies of stuff I would want to know if my house got burnt down, and the second is a "to be filed file". I'm not so good at keeping on top of my filing, but having a file I can toss anything important in easily means that I'm significantly less likely to lose something important.
posted by kjs4 at 1:33 AM on June 29, 2007