How to Organize Office Files (Part 1 of 9 Home Office Organization Series)

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Hi, everyone. I’m Alejandra from Alejandra.TV.
And in this video, I’m going to show you how to organize or how I organize my files in
my filing cabinet. But first, if you’re looking to get organized
you can check out my free video series on my website, Alejandra.TV. The link is below. OK. So one of the biggest problems I see with
organizing your files in filing cabinet is the filing cabinet is so jam-packed with so
many papers like papers are just like hanging out and stuff and you can’t find anything
because you haven’t purged your filing cabinet in so long. And your labels are misleading
in your filing cabinet. So, I’m going to show you how I’ve avoided that problem and how
my filing cabinet is super organized, things are easy to find and I just have exactly what
I need and nothing more. OK. So, this is my whole filing cabinet. There
is a shelf and then there is the filing cabinet. So let me just quickly show you what’s on
top here and then we’ll get to the filing cabinet. So up here, I have my printer. So my printer
is away from my desk because I feel like there is like no good place to put the printer on
the desk. So, what I’ve done here is the printer is plugged in but the actual cord, the USB
cable that connects to the computer, hangs out up here in this little cord organizer
right here. So it’s out of the way. So whenever I need to print, I just come here and I literally
just grab the cord and I plug it in and it’s like, I just print, it’s so easy. So that
just like hangs out up here. I’m just going to put that back. OK. Then I have like two pictures of Mojo
and Ed and I, to kind of like personalize my office a bit and just make it me since
I spend so much time here. All right. So the books up here, so one of
the questions I get is, “Why do you color code your books?” So honestly, it looks beautiful
in my opinion. It’s not very functional. In fact, it’s like not functional at all unless
you know the color of the spine of the book you need which like most people don’t. But
it just looks nice. And I’m not really accessing my books that often so it’s not really a big
deal if it’s not very functional. All right. So the binder is down here. So
I love these binders. These are the better binders from Staples. They come in all colors
and all different types and sizes and stuff. I’m actually going to do a better binder video
coming up soon. So, what I do here is I try and color code
the binder with like the category. So for example, the Christmas binder is green because
Christmas is red and green. And then the recipe binder is yellow because I think of yellow
when I think of the kitchen. But some of the other ones are not color coded by category
because I reuse the binders over and over and it’s hard to maintain that way. So yeah,
the binders are there. All right, so moving down to the filing cabinet.
And actually, let me say one more thing before we move on. One of the questions I get is
what’s the difference between putting your papers in binders versus putting the papers
in the filing cabinet? And really, to me, I feel like it’s a personal preference. I
put my frequently accessed papers in binders because I feel like it’s easier to grab a
binder and find a piece of paper as opposed to reach into the filing cabinet find a file
and grab a piece of paper. So, things that are accessed more frequently in binders, less
frequently, in the filing cabinet. And then also, I kind of break it up into
personal and business. So, all my binders are mostly business-related papers. And then
the whole filing cabinet is all personal-related papers. All right. So let me show you exactly what
my filing cabinet looks like. OK. So this is my filing cabinet. So everything is labeled
files, files, files, files because it’s all files. All right. So, this is it. I’m like
so excited to share this because I just feel like it looks so beautiful and all the colors
pop and everything is just like so organized. So, let me just quickly run through and show
you what I do here. So first off, I use all letter-size folders instead of the legal size.
For me, like I have a few documents that are legal-sized documents but I don’t want to
set up a whole legal system and waste space if the majority of the papers are letter.
So I just don’t keep legal papers in here. They are kept somewhere else. All right. So let me just go through and tell
you what all these colors mean. So red is all of my permanent files. So it’s things
that I’m never going to throw away like in my entire life. Like never touch, never throw
this out. And then orange is things that are temporary.
So there are papers that are coming in and then there are going out and being replaced
with more updated papers. Like your health insurance policy, every year you get a new
policy or you get an updated policy. You take the old one out and put the new one in. That’s
orange. Green over here is all of my financial-related
papers. So anything related to money goes in green. And then light blue, it’s like tax documents
throughout the year. So like — it’s like tax papers you collect during the year and
then give to your accountant in the New Year or use when you’re filing your own taxes.
So that goes in there. Purple, in purple I just keep all these labels
like these labels come in a sheet of — they come in sheets like this. And you kind of
just like pick whatever label you are looking for. So, I just keep all the extra labels
right here in the filing cabinet. So when I do need to out a folder, the maintenance
of creating that folder is super easy. All things you need are right here. It’s not like
you’re running somewhere else to out a folder because when you do that, it doesn’t necessarily
like get done. And then you get behind. So everything is right here. All right. And then brown back here is all
of Ed’s real estate papers so we recently combined our filing cabinets so he has the
whole brown section for all these like real estate documents. OK. And then what I’ve done is I’ve used white
hanging file folders to kind of like make the colors on the file tabs pop a little bit
more. What I used to do is I used to color code the folders also. So like all the red
section would have red hanging file folders. So this is a hanging file folder. This would
all be red. But I made a mistake of doing that and realized that the maintenance was
like so difficult with that. And I changed them all to white to make it easier. So my biggest lesson learned is don’t color
code you folders , only color code the tabs and it’s a lot easier that way. OK. So, that’s what I do. And then what I
do is take a white binder clip to kind of clip the folder together just like that for
some of the folders that are thicker with a lot of papers, just because it kind of contains
the papers more when they’re clipped together. Now, another question I get a lot of times
is what is the difference between an interior file folder and a hanging file folder? So,
this is an interior file folder and this is a hanging file folder. Now, what a lot of
people do is they put these interior file folders inside the hanging file folder and
you have this sitting in your filing cabinet. Now, there is nothing wrong with that. There’s
like — there is not really a right way to file. I don’t do that because I don’t like
these tabs sticking out because I feel like it covers the other tabs in the filing cabinet.
And then I also feel like when there are so many folders inside, if like so many papers
inside, the folder gets too full and it’s too jammed and papers don’t fit nicely inside.
So I don’t do that but it doesn’t mean you don’t have to do that. You can do that. Instead, I just don’t use these at all in
my filing cabinet. And then I just create separate hanging file folders for each category.
So for example, like health records, this is like my health record folder. And then
this is Ed’s health record folder. So it’s two separate folders just like that. And then
I just put like my initials and his initials right there so I know whose folder is whose. OK. So that’s the filing cabinet. Now, when
I was setting this up, I realized that I have like space on the sides right here. So I was
like, “OK, maybe I’ll just put things that I need to create other folders when it’s time
for maintenance.” So, I found these nice bins that just like
fit so beautifully in the side of the cabinet. And this is where I have all of my extra tabs
for the file folders. I have a lot of extra ones just because of like when I was going
to people’s homes and helping them organize their filing cabinet I always had supplies
on hand. So this kind of just like hangs out on the side right here just fits so perfectly.
And then this one over here is the same thing. I have more labels and then I have a bag of
the binder clips just like that for clipping the folders together. OK. So, as you can see, everything is organized,
it’s color-coded. You can find what you’re looking for like very fast. And nothing else
is in the way. And so the last tip for you is to go through and periodically purge your
filing cabinet. Go through the folders, pull out things you don’t need anymore, shred them,
archive them if you do need them but go through it and make sure you’re only keeping things
that you really need to keep. So, is there something that I didn’t share
that you do in your filing cabinet that’s really helpful for keeping it tidy and organized?
If so, leave a comment below. Or if this is your first time watching my organizing videos,
you can subscribe to my YouTube channel or check out my website, Alejandra.TV for more
tips on getting organized. Thanks for watching and I’ll see you soon.
Bye.

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