In my post about conference handouts, a reader asked me how I manage to live/work without a filing cabinet.
The easy answer is that I’ve organized both my work and personal life in a way that I don’t need to keep papers.
At home, everything I need to hold onto fits into about half a dresser drawer:
- The deed, mortgage, our wills, and insurance papers (kept in a small fireproof safe)
- One year of utility bills
And that’s it. Seriously. We don’t have children, so no need for filing report cards, badges, artwork and such. The Spanish medical system is centralized and efficiently run, so I don’t need to keep any of my own medical records. Apart from this writing gig, I don’t run my own business so don’t need to hold onto any receipts or the like. And since I’m rather anti-paper, I recycle almost everything that comes into the house. Finally, taxes are all done online and are accessible throughout the year, meaning I have no need to keep previous years’ tax forms.
At work, my role as Academic Director is about as paperless as a job can be. All my written communication with staff is done through email or WhatsApp. Student reports are stored in Google Drive spreadsheets and sent to parents monthly. The paper reports the teachers fill out are kept in one of three inbox trays (one per trimester), and in June they are all shredded.
And as I have no part in the administrative/financial side of the business, I don’t have any legal requirements to hold onto anything.
When I still lived in Canada, however, and ran my professional organizing business, I had to hold onto more paper, but I still didn’t have a filing cabinet, or even a drawer. Instead, every year, I bought myself a plastic multi-pocketed folder with an elastic closure. On the tabs for each pocket, I put the expense/income category and every day of the week, I would take five minutes to update my accounting program with anything new and store the piece of paper in its corresponding category.
The folder lived on top of my desk, beside the computer, easily accessible, portable and tidy. When the tax-year finished, the folder would go in an airtight plastic bin in the basement, and I would buy myself a new multi-pocketed folder.
I had such a simple filing system because I am a horribly disorganized person. I studied library science and records management but almost never worked in the field because I could never decide on just one set of stable categories. When asked, “where should I file this?” my brain would come up with at least 10 different options depending on the context of the potential future search.
Through many years of trial and error, I discovered the best way to be organized is to have as little as possible, and in more recent years, have as little legal responsibility as possible.
Now it’s time to turn the question to all of you: at home and at work, what papers do you honestly and truly NEED to keep and what are you keeping out of habit?