How to organise and file papers?
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Let’s be honest; sorting and filing papers is more of a chore than something that brings great joy. Personally, I find it a hundred times more enjoyable to sort through my photos than to organise and file papers, don’t you? I think that we’re on the same wavelength…
So, here are some tips and best practices for filing your papers and making this chore slightly less painful.
Tip n°1: Organise and file papers so limit the amount of papers you receive
To limit the amount of paper you receive, and thereby tidy your paperwork more efficiently, there is one very simple tip – opt for direct debit payments and manage your accounts online.
Over the past few years, it has become possible to manage your accounts online, and receive your electricity or internet bill directly to your portal. Some companies even offer to send payslips electronically.
Tip n°2: Don’t allow papers to pile up
You need to find a good balance between filing papers immediately as soon as you receive them and letting that stack of paperwork pile up for months at a time. One good solution is to force yourself to handle and file paperwork once a week. Personally, I take 1 hour every Monday evening to sort, tidy and respond to various requests. All week long, I put the various letters I receive to one side, and when Monday evening comes around, I sit down at (chain myself to) my desk and get down to this delightful chore!
Why Monday evening? Simply because I noticed that I felt much braver and that I was far more efficient at the start of the week than at the end of the week.
Tip n°3: File your papers thematically
But how should you organise and file papers? After trying archive boxes and letter boxes, in my opinion there’s nothing like a good old-fashioned binder. I set up several binders by theme, such as:
- Insurance: contracts, bills and any eventual claims
- Banks: loan contracts and bank statements
- Family: birth certificates, marriage contract, legal judgement
- Home: rental agreement, bills for water, electricity…, title deeds
- Taxes: tax declaration, supporting paperwork and tax returns (income tax, property tax…)
- Work: pay slips, work contracts, retirement documents
- Vehicles: all bills for purchases and repairs
After organising my papers by theme, I file them by date. This is an important tip that will allow you to sort them more easily at a later stage.
Tip n°4: Have an annual clear-out among your papers
You know this, of course, but we are not obliged to store all our papers ad vitam aeternam! Papers have a lifespan too. So, at the start of the year, I sort and throw away depending on how long each paper is required to be stored.
In order to prevent errors in finding out how long papers should be kept for, the HRMC website regularly updates the official periods of storage.
What about you? Do you have any advice about sorting and filing papers?
