Organize Like a Pro: Sorting Papers Part II
TL/DR: In Part II of Sorting Papers Like a Pro, I walk you through the mindset to having labels that make sense and some product suggestions for final storage once you’ve sorted everything (hurray!). You learn the favorite organizing adage “like with like” and mortality makes an early appearance.
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Half the battle of labeling is your mindset. I know it sounds like I’m just trying to throw in a buzzword, but I really mean it. The best way to label your filing is: pretend you died tomorrow and someone else needs to come in and immediately understand what’s filed where. I am completely serious. One of the most helpful things you can do is adopt this mindset as you try to make sense of things.
Here’s the thing, everyone has their own way of sorting things, and that’s not inherently a problem. The problem starts when your own logical thought process isn’t rooted in order or efficiency. I was once told by a teacher that I am an “idiosyncratic thinker",” so needless to say, I don’t always follow the same linear logic as actually logical people. What keeps me from going off the rails is by considering “if…then” statements.
If I were looking for this paper in 6 months, then where would I probably look first?
If I needed to tell someone where to find this paper, then what category would make me sound most logical?
If you have more than 1 drawer or box of filing to label, it can be incredibly helpful to have your labeling category look like “MAIN CATEGORY - SPECIFIC LABEL.” So for example your main categories might look like:
MEDICAL
SCHOOL
PERSON’S NAME (family member)
FINANCE
UTILITIES
WORK
BUSINESS NAME
INSURANCE
Of course, you may have another category that suits you. This way, when you alphabetize (you knew that was coming) the folders, you are able to keep like-with-like. This way, your categories can be more specific, but still have context. It helps clarify for someone having to come in and understand why you might have a folder labeled simply “THYROID.” MEDICAL - THYROID gives them a sense of ah, I suspect I will find appointment information, medical bills, and anything related to tests in here.
From there, the specific label can be pretty unique to your own brain. You’ve already given someone the bumper bowling rails to get generally where they need to be, so the sub-categories will be easier to decipher.
You can also use Post-Its to temporarily label the folders to see if the categories make sense to you, or even check with someone else! If you write on the same side as the sticky edge, opposite edge, you’ll be able to stick the post-its inside with the word sticking out. (Did this make sense? Happy to give y’all a visual if that didn’t make sense)
You may also find that you have so few categories that you don’t even need main categories. For example, in my file drawer, I have: Estimated quarterlies, sewing machine, blank cards + stamps, blank paper (specialty), and taxes. Everything else is digital.
If this is you, or if you have a good handle on your papers, but scanned a bunch of your documents, the same naming conventions can and should be applied. It’s great when you have your digital file folders match your physical file folders. Your computer is literally a filing cabinet. Anyone sorting through your stuff will be THRILLED to see categories that make sense. Health/Medical, Finance, Freelance, Travel, Manuals, etc. It’s likely I’ll dive into digital organizing at some point as well, let me know if that particularly interests you.
PRODUCT SUGGESTIONS
None of these products are affiliates or sponsored. I’m just giving you suggestions based on solutions I’ve used in my home and with clients. Use at your own discretion.
HOME OFFICE WITH A CLOSET: If you have a dedicated home office with a closet, it’s great to co-opt the closet for your storage needs. You can get a rolly cart like this one from the Container Store that has storage + one drawers’ worth of filing. Great if you have minimal filing and somewhere to tuck the cart away. Full disclosure, I have this under my desk, but you have to keep it quite tidy in order for it to look neat. You have been warned.
NO OFFICIAL OFFICE SPACE: One of the best ways to store filing for a reasonable cost, as well, is using plastic file boxes. I don’t recommend banker’s boxes because silverfish LOVE them, and because the handles are open, you’ll end up with all manner of spiders and bugs in between pages. Any kind of plastic file box is great, for example this one from Staples. You can decide what kind of handle you like. I chose that one because it stacks nicely and is easy to get into. Works really well for occasional use papers. Then find a corner of a closet and tuck these back there. Can stack up to 4-5 high when needed.
HOME OFFICE WITH NO CLOSET: It’s best to pick a closed unit if you’re going to have your filing under/near your desk, or just generally out in the open. If you still have a printer, it can be the perfect perch for your printer. I can’t recommend a specific file cabinet, because I haven’t found one that works well that’s also affordable. You can get an IKEA piece, but make sure it has actual file-hanging tracks in it.
If you only need 1 drawer of filing, find a unit that has two smaller drawers for other pens/office supplies. If you need 2 drawers of files, get a unit with two drawers for letter-size filing. If you need more than that, you can make a little wall of cabinets and put your scanner, printer, and other organizing pieces on top. At that point though, I urge you to consider what further could be scanned.
LABEL MAKER: Some people LOVE to label everything, I’m not that person. That said, I always label my client’s things. I’m apparently too proud to label and feel offended when I’ve labeled something obvious for my own use. Labels are amazing if you have a nanny, various family in-and-out, or a forgetful spouse. Or you’re forgetful! You don’t need a labelmaker for filing labeling per se. It will help things be uniform, but it isn’t worth the investment if you’re only labeling 10 folders and nothing else in your life.
A note before you go too label happy: just remember that the labels don’t always come off easily and require copious amounts of Goo Gone when you’re finally ready to switch from “pretzels” to “snacks” generally.
So go forth and conquer your paperwork!
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AN ASIDE ABOUT MORTALITY
Beyond giving you a framework for clear labeling, the idea of mortality plays a big part in organizing. We all know someone who has lost a dear family member and amidst the overwhelming grief, they are faced with mountains of unsorted paperwork and the like. If you’re not keen on organizing your own sh*t right this moment (you get a pass if you’re in grief currently), imagine how you or a loved one would feel trying to take this on while pausing to sob. I’m not trying to be dramatic, but rather realistic. It is a beautiful gift to organize your things for whoever will be sorting through things after you pass. I’m convinced that there is no better antidote to anxiety about dying than getting all of your own ducks in a row.
Cover photo courtesy of Lukas on Pexels