Author Topic: Mustachian Filing system  (Read 5788 times)

Mr Mark

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Mustachian Filing system
« on: February 15, 2013, 04:14:59 PM »
Filing. I used to hate it. Took ages, and often ended up with piles of papers everywhere.

I'd like to offer you a solution I learned from my parents: stratigraphic filing.

In these days of online accounts, etc, I contend there are only 2 categories of stuff to file:
- tax related things for your tax return
- everything else, none of which you will probably ever need again, but want or have to keep hold of just in case.

The answer is to file according to date. Take a wire coat hanger. Reshape it to form a roughly 1 foot spike, with a triangle of wire as a base. As stuff arrives that needs filing, just spike it. As long as you know the approximate date of something you need in future, a quick search will find it. Not that I've had to do that more than once a year.

 Else, just spike every day or so, and when it's full put a blank piece of paper on last, write date range, fold over the last 2 or 3 inches of wire, and stick in the attic. Then repeat.

Put tax return stuff somewhere else, like a shoe box. You'll only need that once a year, and only a low % is tax related anyhow.

It makes filing fast, fun, and efficient.

Ie, Mustachian!


higginst

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Re: Mustachian Filing system
« Reply #1 on: February 15, 2013, 05:11:32 PM »
I like it Mr. Mark! My filing started to get a little out of control. It's perfect for those things that seem too important to throw away, yet not important enough to spend much time on.

Jack

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Re: Mustachian Filing system
« Reply #2 on: February 15, 2013, 05:20:35 PM »
That sounds like an excellent refinement to my current filing system, which is "throw everything in a pile."

arebelspy

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Re: Mustachian Filing system
« Reply #3 on: February 15, 2013, 05:52:40 PM »
Hah, I like that idea.

Unfortunately I have too much paperwork that does need to be referenced besides tax stuff (due to the multiple rentals I have/manage) to be able to do that.
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tmac

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Re: Mustachian Filing system
« Reply #4 on: February 15, 2013, 07:24:08 PM »
I just finished a marathon paperwork session today. Purged old business and personal files, scanned tax-related docs into Quicken and QuickBooks, shredded the leftovers, emailed the CPA what she needs, and backed up everything on DVD and online. Whew! I'm exhausted, but it should be smooth sailing from here.

Mr Mark

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Re: Mustachian Filing system
« Reply #5 on: February 15, 2013, 11:25:55 PM »
Arebelspy,

Stuff for your rentals is business stuff. I'm talking personal.

Dee

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Re: Mustachian Filing system
« Reply #6 on: February 16, 2013, 07:30:17 AM »
I love this! It makes it seem like I actually have a system instead of just not dealing with it. I have an Ikea drawer storage box I use for current paperwork (the equivalent to your spike) - things go front to back as they come in. When it gets full, it gets transferred to a storage box (I got some nice photograph boxes for a buck or two). Then I don't have to chuck the boxes to the attic (I don't have one) but can leave them on a shelf somewhere because they look just fine.

And here I thought it was just a transitory measure until I got around to filing things properly (i.e. hydro bills with hydro bills, etc., in a filing cabinet). Now I can just accept that this is the final resting spot of the paper work until I decide to burn or shred it at some point in the distant future when I no longer want it to exist.

I've just gone from disorganized procrastinator to someone with an efficient system, thanks to this post!

arebelspy

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Re: Mustachian Filing system
« Reply #7 on: February 16, 2013, 08:07:48 AM »
Arebelspy,

Stuff for your rentals is business stuff. I'm talking personal.

Ah, okay.  Well if I have to properly file business stuff anyways, and I tend not to end up with that much more personal stuff that isn't tax stuff, so filing those small extras isn't that much more work.  I still think this would work well for someone who doesn't have business stuff or much tax stuff, but lots of personal papers.
I am a former teacher who accumulated a bunch of real estate, retired at 29, spent some time traveling the world full time and am now settled with three kids.
If you want to know more about me, this Business Insider profile tells the story pretty well.
I (rarely) blog at AdventuringAlong.com. Check out the Now page to see what I'm up to currently.

KimPossible

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Re: Mustachian Filing system
« Reply #8 on: February 17, 2013, 12:03:35 PM »
I love this! It makes it seem like I actually have a system instead of just not dealing with it. I have an Ikea drawer storage box I use for current paperwork (the equivalent to your spike) - things go front to back as they come in. When it gets full, it gets transferred to a storage box (I got some nice photograph boxes for a buck or two). Then I don't have to chuck the boxes to the attic (I don't have one) but can leave them on a shelf somewhere because they look just fine.

And here I thought it was just a transitory measure until I got around to filing things properly (i.e. hydro bills with hydro bills, etc., in a filing cabinet). Now I can just accept that this is the final resting spot of the paper work until I decide to burn or shred it at some point in the distant future when I no longer want it to exist.

I've just gone from disorganized procrastinator to someone with an efficient system, thanks to this post!

Dee, I love this idea.  (I'm too much of a wuss to spike my documents)

Debbie M

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Re: Mustachian Filing system
« Reply #9 on: February 21, 2013, 02:29:09 PM »
I can see mixing bills together and filing various receipts by date, but no, this is not for me.  I have files for different kinds of project ideas like knitting, quilting, kitchen remodelling, and recipes.  I have files for commercial maps, maps to specific places, and take-out menus.  I have separate files for dental stuff, other medical stuff, car stuff, house stuff, and charity stuff.  And I have files for job interests, money-making ideas, and, when I'm looking, job applications.  I file monthly paper statements in the same envelope I got that January.  I have a box for manuals and keep the related receipt with the manual.  I file other receipts by month and look through and toss the one-year old stuff before filing the first receipt in the new month.

mobilisinmobili

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Re: Mustachian Filing system
« Reply #10 on: February 27, 2013, 02:11:04 PM »
I use David Allen's GTD filing system (the approach to filing, not his branded products) but I found it really hard to find non-hanging file filing cabinets here in Montreal.

Does anyone know the kind of store that usually stocks these kinds of filing cabinets? I only need a fairly small 2-3 drawer one.

Mr Mark

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Re: Mustachian Filing system
« Reply #11 on: March 13, 2013, 04:24:10 PM »
I do that too. But it's so easy to do the spike, it makes part of me feel good to know it's there. And otherwise you should be shredding anyhow. This is easier.

blueeyetea

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Re: Mustachian Filing system
« Reply #12 on: March 14, 2013, 11:26:08 AM »
I have a similar system for my home files.  Each month I label a large envelope (9 x 11) with the month's name, and as bills come in and get  paid, they all get stuffed in this envelope.   At the end of the month, I move the full envelope to a box where previous months' envelopes reside and start a new one.  It doesn't happen very often, but if I need to go back and look up a bill, it's easy enough to go through the envelopes and find what I'm looking for.   Eventually, I do a cleanup and pull out the bills I want to keep, like home taxes or a proof of a major purchase  if I haven't separated them out already, and put everything else through the shredder. 

It saves so much time compared to filing everything in individual folders.   (Now that I'm thinking about it, it wouldn't be a bad idea to write on the envelope the big ticket items that went through to help with clean-up.) 

mobilisinmobili

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Re: Mustachian Filing system
« Reply #13 on: March 14, 2013, 03:55:50 PM »
It's also a good idea to go through your paper filing once every 6 months (at least) to make sure you don't accumulate too much you don't need / aren't using.