Guest Author - Cate Brizzell

Having designed my own filing system a few years ago, this year I decided to purge and revamp our files using Maria Gracia's "My Oh-So-Organized Filing System". Gracia runs GetOrganizedNow.com, an invaluable website and weekly newsletter for anyone who wants to get organized and stay that way.

The system is very simple, consisting of a guide and several color-coded, pre-printed file labels. The only additional supplies you'll need are manila folders, hanging folders and a pen. You'll also need file storage, obviously.

The guide was very concise and easy to understand. It took me about an hour to read it. It literally walks you through each category, giving examples of what you'd typically file. I highlighted the categories we'd be using as I went along. As you might expect, not all the categories will apply to your particular situation.

Along with the pre-printed labels, you also receive a sheet of blank labels in each color so you can add your own categories and customize your filing system. As I read through the guide, I jotted down the additional categories I'd need.

When finished, the next step is to simply adhere the labels to your file folders, in order. You can either do this all at once and then put the folders in your storage container, or add your folders to your containers as you go along. I chose to do the file folders all at once, since I'm splitting them up among several drawers and containers and I wasn't sure yet which ones would go where. Creating the folders only took about a half-hour. Much faster than doing my own!

I had a six-foot table available for use, so I placed all my file drawers and containers on the table, after removing the current files, of course. (Otherwise, they would be much too heavy to move around!) I added brand new hanging folders to the drawers (it had been around 10 years since I'd installed the originals) and began putting the file folders into the drawers, organizing by the files/categories we access the most often.

That was it for the setup. From there, all you have to do is whittle your "to file" pile down as you file away your most current documents, and then purge your current files and merge them into the pre-labeled folders. This excellent recommendation came from the guide, and frankly, wasn't what I would have done. on my own. Being a bit of a type-A personality, I would've tried to attack my entire filing pile all at once. But think about it--aren't the documents you reach for most usually the most recent? Duh. So, I started at the top of my filing pile, which made total sense.

I wasn't able to finish the entire project all at once, so left the drawers out and worked on the project a little bit each day. I kept a garbage bag and shredder close by so purging the files was as simple as tossing or shredding. I also kept those blank labels and a pen handy, just in case I came across categories I'd forgotten about that needed to be customized.

Note that if you have a home business or require business files, you'll have to utilize the blank labels, as the pre-printed categories are personal categories only. I don't really consider this a problem, as I prefer to keep my business files separate from personal archives anyway.

The system comes with a neat bonus, one I wasn't sure I was going to take advantage of at first. It's a "tickler" system, a way to make sure you don't forget anything that needs to get done. You need a container, 12 hanging folders and 31 manila folders. You add the pre-printed labels, then file things you need to do according to the dates 1-31, moving the files from monthly hanging folder to monthly hanging folder. Need to send a greeting card for a birthday on the 13th? Drop it in the folder for the 10th. And so on. Having missed some deadlines lately, I'm thinking this system might help me sleep better at night.

All in all, the "My Oh-So-Organized Filing System" is about as simple, yet thorough, as it gets. And if you're thinking "Why should I pay for labels I can make myself?", I would just ask, "So why haven't you done it yet?" The time and aggravation I saved by using labels fit perfectly into my "simplify" resolutions for 2008.

PIck up your own copy at www.getorganizednow.com/filing.html. Think of it as your very own organizing consultant!