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



hi everyone I'm Alejandra from Alejandra TV let's feel 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 all 100 TV the link is below okay so one of the biggest problems I see with organizing your files and filing cabinet is the filing cabinet is so jam-packed with so many papers like papers are just take hanging out and stuff and you can't find anything because you haven't purged your filing cabinet and 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 okay so this is my whole filing cabinet there's a shelf and then there's 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 was 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 a print I just come here and I literally just like threw out 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 put that back okay 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 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 alright 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 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 file filing cabinet and then also I kind of break it up into personal 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 okay so this is my filing cabinet so everything is labeled files files files files because it's all files um alright so this is it's 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 size documents but I don't want to set up a whole legal system and waste space if the majority of papers are letter so I just don't keep legal papers in here they're kept somewhere else alright 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 these out and then orange is things that are temporary so their papers are coming in and then they're going out and being replaced with more updated papers like your health insurance I'll say 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 is 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 you know use when you're filing your own taxes so that goes in there purple 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're looking for so I just keep all the extra labels right here in the filing cabinet so when I do need to add a folder the maintenance of creating that folder is super easy all the things you need a right here it's not like you're running somewhere else to add a folder because when you do that doesn't necessarily get done and then you get behind so everything's right here all right and then brown back here is all of EDS real estate papers so we recently combined our filing cabinets so he has the whole brown section for all of his like real estate documents okay and then what I've done is I've used white hanging the file folders to kind of like make the colors on the file tubs 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 red this is a hanging file folder these would all be red but I made the mistake of doing that and realize 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 your folders only color code the tabs and it's a lot easier that way okay 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 what a 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's nothing wrong with that there's like there's not really at the right way to file I don't do that because I don't like this tab sticking out because I feel like it covers the other tabs in the filing cabinet and then I also feel like when there's so many folders inside it's like so many papers inside the folder gets too full 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 like 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 you know my initials and his initials right there so I know whose folder is whose okay so that's the filing cabinet now when I was setting this up I realized that I had like space on the sides right here so I was like okay well maybe I'll just put things that I need to create other folders when you know 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 in 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 have a of the binder clips just like that for clipping the folders together okay so as you can see everything is organized its color-coded you can find what you're looking for like very fast and nothing else is in the way and so the last step 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 you know 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 the website l/100 TV for more tips on getting organized thanks for watching and I'll see you soon bye

36 Comments

  • angieb210

    April 15, 2019

    Imagine if she was on The Office?

    Reply
  • angieb210

    April 15, 2019

    She needs to be sponsored by Staples already

    Reply
  • angieb210

    April 15, 2019

    I think I found my spirit animal…
    Also…

    She files her file folders??

    Reply
  • Jacob James

    April 15, 2019

    I suggest you for this online courses just google search as "Zoe Talent Solutions".

    Reply
  • Heisen Berg

    April 15, 2019

    I don't usually like MILF but I kinda find you very attractive. Anyways thanks for this filing lesson Ma'am Alejandra

    Reply
  • Kathy W

    April 15, 2019

    I can't see where you've answered the one question many of us have asked so forgive me if the answer is somewhere. Where do you purchase the white file folders? They seem to make the filing cabinet so much calmer. I've looked online and cannot find any letter size with 5th-cuts for tabs. Thank you

    Reply
  • Lashawn Scarlette

    April 15, 2019

    When you do u file by alphabetical order

    Reply
  • Robert Ostman

    April 15, 2019

    sorry but most books are only going to be read by a person 1 time, if that is the case, then encouraging ppl to get them out, should probably be the 1st goal, second goal should probably be close to the 1st one, objective get rid of what you don't really use, most of the books on that shelf are a one time read… at best…

    Reply
  • lovelygeminibren

    April 15, 2019

    Good tips but what size binder clips are you using and are you hanging files actually hanging, I couldn’t quite tell

    Reply
  • SWEETY KITCHEN podakkudi

    April 15, 2019

    Very nice video useful for all please stay connect dear thanks for sharing this video.

    Reply
  • SmokeFan2014

    April 15, 2019

    Mad respect for your organization process and skills!!!! You make Marie Kondo look like an amateur!! Well done!!!!

    Reply
  • Crystal Kendrick

    April 15, 2019

    I am opting for the hanging files, they work so well. The problem I have is my husband and I have the same initials. I am trying to not use our full names to save space. Do you have any suggestions. I am C and he is also C and we share the same last name. I think I might put Vital Records in a Binder. The binders are a great idea for frequently accessed documents. I also just ordered Pendeflex Ready-Tab Folders, I think it will be simpler with applying the labels. I am also using the color principals and making my own categories then printing them on Labels. Keeping a list of what is where, then I will alphabetize the spreadsheet and print it so hubby can find things easy.

    Reply
  • Chrissie Moran

    April 15, 2019

    ??????????

    Reply
  • badschool

    April 15, 2019

    then why did you use color coded hanging file folders as the thumbnail!

    Reply
  • Satish Singh

    April 15, 2019

    where i buy to filing clips

    Reply
  • Shauna Ymos

    April 15, 2019

    helpful thanks. .yes, having coloring folder/tags really helps in organizing documents. . same goes for computer organization – my friends use FolderChanger to organize their documents. Google search "FolderChanger" to find it.

    Reply
  • -MARTINA -

    April 15, 2019

    Ma rifatti il naso cazzo

    Reply
  • allie grimmer

    April 15, 2019

    I love putting labels on my kitchen cabinets but my boyfriend says it gay

    Reply
  • Melonie Page

    April 15, 2019

    I'll pay you to come get my filing started for me!!d

    Reply
  • Melonie Page

    April 15, 2019

    I'll pay you to come get my filing started for me!!d

    Reply
  • Melonie Page

    April 15, 2019

    I'll pay you to come get my filing started for me!!d

    Reply
  • Amy Givens

    April 15, 2019

    You need a wireless printer

    Reply
  • Steve T

    April 15, 2019

    Where did you get the Pendaflex Recycled Hanging Folders, Letter Size, white?

    Reply
  • colors4u

    April 15, 2019

    Did your file cabinet come with the inserts to make it for letter size files? Did you convert it? Loved your video. I’m one who puts folders within the hanging folder, but your method is great. I, too, love using binder clips for so many things. Where do you get the tab sheets? Thanks so much.

    Reply
  • hi hi

    April 15, 2019

    Love your video and your file cabinet ? great idea to initial the tabs. Thank you for the video

    Reply
  • rey tard

    April 15, 2019

    this lady is everything i am not

    Reply
  • Sarah Jones

    April 15, 2019

    You should see if your printer cand print through the wifi and that way, you won't need to woery about wires at all

    Reply
  • Victoria Tucker

    April 15, 2019

    Where can get the tall plastic tab holders? My friend in Alaska has been looking for some.

    Reply
  • Alexander Sanz

    April 15, 2019

    Where can I find the white hanging folders? Please!!!

    Reply
  • Monique Frederic

    April 15, 2019

    Love this and spending what weekend getting organized. Ok so how long or far back should you keep tax papers?

    Reply
  • Adam Ant

    April 15, 2019

    What if someone has low vision or is completely blind (like myself)? I have to be super organized! 🙂

    Reply
  • Andreas Karlsson

    April 15, 2019

    Maybe I missed it, but do you ever mention why you put your tabs on the front of the folder? Although it is certainly allowed, it is definitely not standard practice. I find having them on the back, and all on the right hand side (as I'm right handed), makes it much easier to flick through the folders with just one hand. Not having them staggered also means that I can insert a new folder anywhere without having to offset the tabs on all folders behind it. But that is of course only a personal preference.

    Reply
  • John Gonzales

    April 15, 2019

    Hi can I know how you file the papers inside the hanging folder. do you use a clip or just keep pilling the paper is the hanging folder or use a fastener.. thanks

    Reply
  • Lisa Henderson

    April 15, 2019

    What do you do at the end of a year when you purge old items in your filing drawers? You didn't use an interior file folder, so how do you keep records you need to save without the interior file folder? Do they all move to 3 ring binders? Like health records, , insurance info, etc. Thanks!!

    Reply
  • Cece Montgomery

    April 15, 2019

    Freakishly organized!!! Lol. Looks amazing.

    Reply
  • Tomcat Tomcat

    April 15, 2019

    This is called compulsive filing disorder

    Reply

Leave a Reply