Dear Subscriber,

Paper is probably the top challenge I face in my work as a Professional Organizer: it can be like a living organism, taking over people's homes and lives, crawling across every surface and filling every nook and cranny. Have you ever seen kudzu, the vine that's strangling the trees of the American South? That's how menacing paper can sometimes seem.

The difference, though, is that while scientists haven't figured out how to eliminate kudzu, there's a secret to taming paper, and that secret is a personal filing system. Take this opportunity to create personally meaningful categories for your papers: it's one of the very best gifts you can ever give yourself.

Here are the six simple steps to use as you set up your system. As always, please let me know if you have any questions or comments.

1. Decide where to start. Which surface, nook, or set of drawers will you to begin with? I suggest starting with an area that's really been driving you crazy, whether it's the stack you see when you walk in the front door, or a "bills pile" that's caused you to be stuck with some late fees, or maybe you'd like to eat dinner at your dining table for a change.

(Give yourself a break and remember that you'll be getting to the other areas that need attention in due time.)

2. Create space for the sorting that's just ahead. This might be the floor, if no other surface is available.

3. Start sorting. As you work, have a trash bag handy, and don't forget that some of your papers may require action on your part. In fact, each piece of paper belongs in one of these three groups: File -- Act -- Trash (known in some circles as the FAT system) .

4. Create categories. Categories might include, but are certainly not limited to, the following:
- Income Taxes (separated by year), Investments, Paid Bills, Insurance, and other financial documents.
- Medical and Health-related papers
- Travel (future and past), Souvenirs, Mementos & Photographs
- Professional materials such as Resumes and Professional Certifications
- Operating Instructions for appliances and equipment
- Important personal documents such as your Birth Certificate, Social Security card, Passport, etc.
- Materials you're collecting about a project you're interested in, such as Home Renovation (my personal favorite category)
- Family records such as marriage certificates, wills, etc.

5. Live with the system. Now that you've created meaningful categories, it's time to make your new system useful.
- First, create file folders for your categorized papers. If a folder only contains one piece of paper, try to place it with appropriate papers in another category. If a folder or category is unwieldy (use your judgment), it's time to break it down into smaller pieces.
- Whether you use colored or plain folders is your choice; I recommend plain manila folders because of their flexibility, availability, and relative cheapness.
- You may want to store your files in a temporary file box at first, as you live with your categories and see how they work for you. But soon you'll want to invest in a good-quality file cabinet. There's a huge selection out there, and you can even get them to match your paint color!
- Last but not least, use hanging files for the easiest access to your folders.

The whole point of doing this is to create a file system that's completely responsive to your needs. It will provide you with a home for all those papers that have been haunting you, and once you get your categories down, it will serve you for a long time to come.

It's as flexible as you want it, or need it, to be. If one of the categories becomes obsolete, you can get rid of it as easily as you set it up. And of course, you can fine-tune it and augment it whenever you like. It's completely up to you.

Until next time, Happy Organizing!

Sincerely,

Ann Bingley Gallops
The Organized Life

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ORGANIZING DISCOVERY OF THE MONTH: WABI-SABI

"Wabi-Sabi" has been described as the "Zen of Things." In a sense, wabi-sabi picks up where Feng Shui -- and its focus on the movement of energy within a space -- leaves off. I love this book, The Wabi-Sabi House, because it demonstrates so clearly and concisely that your home doesn't have to be perfect in order for it to be a beautiful and welcoming. It's another book that just might inspire you to de-clutter that room you've been wanting to get to, so you can give a well-loved object the place of honor it deserves.

The Wabi-Sabi House: The Japanese Art of Imperfect Beauty by Robyn Griggs Lawrence


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Contacting me I'd love to hear from you. Please drop me a line with comments, questions, or suggestions for future newsletters.

Ann Bingley Gallops
The Organized Life
ann@theorganizedlife.net
www.theorganizedlife.net
646-382-3878

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Copyright 2005, Ann Bingley Gallops

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