Organizing paperwork with Staples’ Better Binders

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When I travel (for work or pleasure) or have special projects, I almost always organize the corresponding paperwork in a three-ring binder. I like to have all of my necessary information in one storage system so I can grab it and go. I also usually have a scanned backup of the same data in Evernote or on Dropbox, but I see these digital copies as being useful only if something happens to my original binder. Usually I need physical copies of the papers I’m keeping, especially with projects, when the papers may be something I’m giving to clients or need to file with a legal entity.

Earlier this year, I was introduced to Staples’ new Better Binder system, and I’ve been using them ever since. I’ve taken them to a conference, on vacation, and am currently using one to store all the paperwork for our second adoption. When finished using the binder for one purpose, I’ve removed the FileRings and dropped them into my filing cabinet. They could also be useful for keeping yearly family or tax information or anything project where you’ll be actively using the paperwork for a period of time and then need to archive it when you’re finished with it.

In short, it is a three-ring binder whose FileRings spine pops out and allows you to file the contents of the binder directly into your filing cabinet. The binders themselves are reusable and additional removable FileRings are available for purchase. (They are currently in the $4 range for the replacement FileRings.)

Removing the FileRings is incredibly simple, especially after you see it done. Pull on the plastic pieces at the top and bottom of the FileRings spine to pop it out. You then push in the top and bottom plastic pieces to hang the FileRings in your filing cabinet. Inserting the FileRings is also simple — set them in place and then push in the top and bottom of the FileRings spine to secure them into the binder.

They also have available Better Dividers, which I really like. The tabs can be inserted on the top or the side of the divider, making them extremely versatile. There are times when having the tab at the top of my binder is helpful, especially when I only have a need for two or three divided sections.

The binder comes with a blank spine label you can tear off and easily slide into place, so you don’t have to cut up a sheet of paper to make one from scratch. The front panel of the binder also allows you to slip in a cover sheet of your own design.

Better Binders come in the traditional size (11” x 11-3/4”) for 8-12″ x 11″ sheets of paper. They’re available in 1″ (275 sheets of paper) for roughly $8, 1-1/2″ (400 sheets) for $9, 2″ (540 sheets) for $11, and 3″ (600 sheets) widths for $14. The binder comes with one removable FileRings spine, but additional FileRings must be purchased separately. Current colors are white, red, black, pink, orange, yellow, green, teal, blue, purple, dark teal, fuchsia, plum, olive, and multi-color combinations of some of these colors. I use the different binder colors to make it even more obvious which binder I need to take with me, in addition to the labeling I use on the binder.

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