We’ve spent the past few weeks determining which records we have and how long we need to keep them. We’ve eliminated records we don’t need and scanned those we want to convert to electronic format. Now we’re ready to file what is left.
Unclutterer Jeri wrote a great article about creating a personalized filing system. She asks some great questions about where you want to keep your files, as well as what types and colours of file folders you prefer.
Over the past few weeks, we’ve talked about active and inactive records. I suggest you keep your active files close to where you need to process your paperwork. For example, you might get charitable donation receipts you can claim on your income taxes throughout the year. Your “current year” income tax file should be handy so you can place the receipts in the folder easily. Once you’ve filed your income tax, you still need to keep the receipts but you no longer need to process them so you can place the entire folder in another location — perhaps in a filing box in your attic.
Filing paper records
Your filing system should be easy to use. Jeri wrote some great advice for making filing easier. Unclutterer Dave has put together a list of criteria for buying a filing cabinet and Jeri provides even more advice and includes alternatives to the traditional filing cabinet.
For those of you that may not have space for a typical filing cabinet, Erin answered a reader’s question about filing cabinets that can double as end-tables or ottomans. A seagrass filing box is also an alternative for people who may be willing to sacrifice some sturdiness for appearance. For those of you who need something rugged and transportable, I suggest these plastic filing boxes. They are expensive but we’ve had ours for over 15 years. They’re water and insect resistant and they’ve endured six military moves (two of which have been overseas) and they still look and function as good as new.
Filing electronic records
I always suggest that people create a folder structure on their computer similar to their paper filing cabinet. Such as the one shown below.
The default listing of folders is alphabetical order. If this doesn’t work for you, adjust the names of the folders. For example, you could use the names Finance-Banking and Finance-Investment to list these two similar categories together. Some people might choose to create another folder called Finance and put both Banking and Investment as sub-folders. This is an adequate alternative however, too many sub-folders may make it difficult to find files or result in the same file being stored in multiple places. It’s best to keep the folder structure as simple as possible.
You may wish to store your vital records and other hard to replace documents in a fireproof and waterproof box in your home to protect them in case of disaster. Although heavy, this box would be easy enough to transport if you had to quickly evacuate your home. Some people prefer to keep their vital records in a safety deposit box at a bank or other financial institution. This is a good alternative as well.
Having an electronic copy of your hard to replace documents is a good idea. If your documents are ever lost, stolen, or damaged, you’ll have a copy of the original information (registration numbers, certificate numbers, etc.) and authorities can better assist you. From time to time you may be required to submit a copy of your passport or other ID to confirm your identity to authorities. Having an electronic copy will save you from digging out the original — especially important if you have to drive all the way to your bank.
NOTE: The electronic copies of vital records need to be kept secure as they are as valuable as the originals to identity thieves. Use encrypted cloud storage and password protect files and folders to keep these copies safe.
For those of you who are comparing our records management program to the S.P.A.C.E. model of organizing, we have just completed our “containerizing” step. Congratulations! You now have an organized and functional records management system. Next week is our final installment, how to maintain our system so it runs smoothly.
Other posts in this series:
- RIM: Part one, Generally Accepted Recordkeeping Principles
- RIM: Part two, record types and records inventory
- RIM: Part three, retention schedule
- RIM: Part four, disposition of paper and electronic records
- RIM: Part five, scanning paper records
- RIM: Part six, building a filing system
- RIM: Part seven, records maintenance