Find files when you need them

Recently on the drive to a client appointment, my car broke down on the highway. I called my husband, who came to my rescue. We traded cars, which allowed me to continue on my way while he waited for the tow truck.

On the road again, I called my mechanic, who informed me that the alternator would probably need to be replaced. This was upsetting, because I just had a new one installed the previous year by an out-of-town mechanic.

He told me that alternators often have a lifetime guarantee. If I could contact the other mechanic and get the proper information, my part would be replaced for free.

My filing system was going to be put to the test. I phoned my husband and quickly explained where he would find the receipt and the mechanic’s number.

When I arrived home, all had been taken care of without any interruption to my client session. Because my husband found the receipt, I was getting a free replacement.

Wouldn’t it be nice if not only you but also your loved ones knew how to find paperwork in your absence?

My husband found the receipt easily, because I file by category and subcategory. In my system I use hanging files for the main categories. In this case, it was labeled Auto. Within that hanging file are manila folders labeled with every car we own, so he found the file labeled 2000 Lexus LS400.

When putting your filing system together think main category: Banking, Credit cards, Insurance, Medical Records and Tax Records.

Use the plastic tab on the hanging files to label all of your main categories, while keeping all of the tabs on the left side of the file.

As I did with my car, use only center-cut manila folders and label those using subcategories for each main category. For example, the Insurance file may contain manila files labeled Auto, Home, Life, and Health.

I have put together a residential file index that can be used as a guideline when designing your filing system. It can be found at ForteOrganizers.com under the “Resources” tab. The items typed in bold print are main category examples.

Save time, and sometimes money, by having an efficient filing system in place so anyone can find your papers fast.

Not paying for a second alternator makes me happy.