It is not uncommon to be overwhelmed by a mountain of papers that invades our workspace or our home. But don’t panic, with good organization and simple tips, it is entirely possible to store your papers efficiently and sustainably. Organization is a discipline in its own right which, practiced regularly, will become a pleasant routine.
The Art of Sorting
The first step is to sort all documents into several categories. This may seem tedious, but it is an essential action to avoid unnecessary accumulation. In this regard, we can mainly distinguish:
- Electricity, water, gas, telephone and Internet bills,
- Banking and insurance documents,
- Papers relating to real estate,
- Health documents,
- Papers related to the car,
- Legal documents (notarial deeds, insurance contracts, etc.),
- Documents related to education and training.
Implement an Effective Filing System
Once sorting is done, classification is the next step. For this, it is wise to opt for a classification system by theme. A binder or pocket can be used to collect documents from the same category. The use of color codes can also greatly facilitate the identification of documents: one color code for invoices, another for contracts, etc.
Adopt Management Routines
Tidying up your papers is good, but without regular management, the pile up can quickly return. Therefore, it is recommended to review and file new documents at regular intervals, for example once a week or once a month. This will help maintain order and clarity in the documents.
Use Digital Tools
The all-digital era also offers us effective tools for storing our papers. It is possible, for example, to scan important documents and organize them into folders on the computer or in the cloud. Mobile document management applications can also be a great help. They not only allow you to scan but also to classify, share and easily find documents.
However, even if digital technology offers many conveniences, data security should not be neglected. The use of a complex password and the activation of two-factor authentication are strongly recommended.
Store Documents Properly
Finally, it is essential to know the retention period of different documents. Indeed, not all papers must be kept indefinitely. Some, like energy bills or bank statements, must be kept for five years. Others, such as tax notices or employment contracts, must be valid for three years.
Putting away your papers and staying organized on a daily basis can seem like a daunting task. However, with these practical tips, it is possible to turn this chore into a rewarding habit. More than a simple tidying action, it is a true art of living that is cultivated over time.
