One question that several Mind Organization for Moms users have asked recently is how to set up a filing system. There is no one right answer, but I would like to share one product that has worked beautifully for me.
If you have a system that you love, such as filing everything alphabetically or creating a digital filing system, by all means, do what works for you. I did a little hunting a couple years ago and discovered the FreedomFiler system and fell instantly in love, so I want to share that with our M.O.M. community in hopes that it can help you too.
A word of caution: This article gives a basic overview of the FreedomFiler system, but it is still a bit tedious. Don’t stress over the details or worry if it does not answer all your questions. Give it a quick read, and if it sounds like something that will work for you, use it as a resource when you are ready to set up your own filing system. If you choose to purchase the whole system, there is a lot more detail to help you with your own set-up.
Why I like Freedom Filer
- Color-coded—It’s easier to find the folder you are looking for, and it’s visually appealing.
- Step-by-step set-up instructions—This takes the guess work out of the set-up.
- Customizable—It’s great for a home or business.
- Many temporary files rotate—This helps you keep documents for as long as they are needed, and they can easily be purged when they are not. (This is my favorite feature, and I will explain more below.)
Before I explain the system any further, it would be very helpful if you watched this two-minute YouTube video produced by the company. It may not sound very exciting, but, let me tell you, I was ecstatic when I saw it because it was just what I was looking for!
(Note from April Perry: I also found this video by a Freedom Filer User that was extremely helpful and shows how a “real” person uses the system.)
(Now back to Kristine . . .)
Let me explain each type of folder one at a time:
Green: Monthly Folders
These are the files I use the most. If you like to have a separate folder for each of your bills, financial statements, etc., you can do that, but I love their idea of creating monthly folders instead. Most of my bills and statements are online; however, there is still a paper trail that comes into our house each month of items I would like to save for awhile. I have 24 monthly folders labeled January-December (even year) and January-December (odd year).
Since this is 2012, I am currently using the even year monthly folders. I just grabbed my “September Even Year” folder to give you an idea of what I have in there. Mostly it’s things that I might, but probably won’t, need in the next couple years. Here’s what I found after flipping through the papers in there:
1. Bill statements (paid): I try to pay what I can online, but that isn’t an option for all my bills. Before using this system, I had separate files for each bill stub, but now I just put them all in here. I really love that.
2. Explanation of Benefits from my insurance company: This could probably be tossed, but I like to keep them in case an issue comes up in the next few months with one of our medical bills.
3. Bank and Credit Card Statements: Again, you might be paperless, but I like seeing these on paper so I can check through each item. It is really just a convenience thing for me, and if I had a laptop and could travel around the house while I budget, I would not get these. When I purge this folder in September 2014, I will do a quick sort and shred things like this.
4. Petty receipts: I don’t keep every receipt, but I do keep a lot in case I need to return something. I keep a pile in a cubby in my kitchen all month and then transfer them to this folder at the end of the month. It is unlikely I will use them, but they are there if I need to. If it is likely that I will need to return something, I keep the receipt in my wallet for awhile. (I store receipts for major purchases in a separate binder with owner’s manuals and warranty information.)
Remember that all these items are in one folder for that particular month. I absolutely love how easy it is to keep these types of papers that I am not likely to look for again. The best part is that the “un-filing” or purging of these files takes place automatically each month. Next month when I grab the “October Even Year” file, I will remove the papers from October 2010 before refilling it with October 2012, making it easy and low maintenance. Perfect!
The more digital you are, the less you will use the monthly folders. The easier it is for you to toss things, the less you will use the monthly files. Since I am not totally digital, and I tend to hang onto things “just in case,” it fits my style perfectly.
Light Blue: Tax Folders
Throughout the year, I get documents or receipts that I need to save when it comes time to prepare our taxes. Whether you handle your tax preparation yourself or hire it out, it is such a relief to have these handy when tax time comes. These documents could be proof of health care or education expenses, charity receipts or mileage, proof of income (W2s for our American friends), or any other deductions. Because the tax season spans two calendar years, you will want two sets of tax folders for even and odd years. These can be separated into different folders or, if your taxes are relatively simple like mine, you could have just two folders. One is labeled “Tax Even Year” and the other is “Tax Odd Year.”
Dark Blue: Tax Archive Folders
Once taxes have been submitted, the completed tax return and supporting material from your light blue folders can be filed in your tax archive folder. These folders are revolving like the green monthly folders. This time there are ten folders labeled “Tax Year 0” through “Tax Year 9.” If the year is 2012 (year ends in a 2), the completed tax documents for that year would be put in the folder labeled “Tax Year 2.” When 2022 comes along, the paperwork for 2012 would be removed and shredded before adding the completed paperwork for 2022. Again, this helps keep your completed tax papers for the 10 years required of the government (U.S.) and also keep your file system purged of unnecessary papers with very little effort.
Red: Permanent Folders
These types of folders are rarely removed and could include birth certificates, your marriage license, immunization records, car titles, the deed to your home, etc. I prefer to store these files separately in a fire and water-proof file safe. In the event of an emergency evacuation, this is something I would grab if there was time.
Orange: Remove/Replace Folders
Some papers are kept temporarily until replaced with an updated version, such as insurance policies or service provider contracts. When you get the new document, you simply remove the old one (instead of having a million useless papers jammed into your stuffed filing cabinet) and replace it with the new one.
Purple: Resource Folders
Purple folders are sort of the catch-all for all the files containing things that are of general interest to you. These can be organized alphabetically or in the order you use them most or just randomly. Many of these folders are like Someday Project Support Files. Just like your Current Project Support Cubbies, you can use these files to keep any supporting documents or small items that have to do with projects you hope to complete someday in the future. So much of this information can be stored digitally, but when you want to store your inspiration on paper, you can put it here.
There are also optional gray active folders, but if you are using the Mind Organization for Moms, these are unnecessary (and not nearly as functional).
I cannot say enough good about FreedomFiler. When you are in the collecting stage of building your M.O.M. machine, you will likely have a pile of papers needing to be filed. It certainly takes some time to set up and file your papers, but it’s fairly mindless (this could be done during a few at-home date nights, or you could pop in a movie or two). Once it you have it, however, it is remarkably low maintenance and so rewarding to use.
The Giveaway Opportunity!
In anticipation of this article, I contacted FreedomFiler, and they were nice enough to send a complimentary filing kit (includes instructions and adhesive labels, not the hanging file folders) to give away to one of our M.O.M. users. This currently retails for $29.95 on the FreedomFiler website.
Leave a comment below with a filing tip or an explanation of why you’d like to get your files in order, and we’ll choose a winner on Wednesday, October 3rd.
The giveaway has been completed and Susan M. is our winner. But please visit the FreedomFiler website to purchase one, if you’d like.
Do you have any questions? Please ask in the comment section.
I love this system & would love to win this! One thing I do is have a tickler file. It is a one month daily file that I can then keep track of papers for upcoming events.
I finally got a label maker and used it for my files- it is amazing and worth every penny!
I recently spent hours going through an 18 month old stack of things to file. Now that it is all in the filing cabinet, I’m still not sure where everything is. Scary, I know. This looks like something I could really use. Mind Organization for Moms saved my mind. I think the Freedom Filer would save my husband’s mind – no more searching through 3 different files before finding the right paper…
Looks like a fabulous system. We’ve been using a system that was outlined in the book “Smart Couples Finish Rich,” and it works ok, but we don’t have a system for clearing out old stuff–that’s my favorite part of the FreedomFiler system,…and the colors, of course. 🙂
I’ve been working on my M.O.M. system, and loving it! We have a huge office-sized metal filing cabinet that is fairly organized but needs some work, and that is my next big project… to really streamline the filing in there. This product would be GREAT for that!
Winning this would be great! The best filing tip I use is to put all incoming paper items in to my inbox (mail, notices from school) and make sure I go through it once a week. Papers don’t get lost because they have a “home” and things don’t get missed because everything is gone through often.
I have “to be filed” piles that go back several years! I would SO benefit from this system!
I don’t have any great filing tips, I just really need this system :). I loved the e-mail organization you guys did. I love this site!!
I need to get back on the M.O.M system and this may be just the “reboot” I need to get going again!
Before reading this post, I had never heard of this Freedom Filer system. I think it’s just what I need and I would love to win it! My husband, three little boys and I just moved into a new home, and during the move I sort of let my “to file pile” grow because I was so busy with everything else. This system would be a great way to get back on track. Usually, I try to keep up with my filing, and with incoming paperwork in general, by dealing with it each day. It seems the longer I let it pile up, the more I dread tackling it. I love my tickler file too!
Wow, this looks amazing, I would love to start this system. I purged my main filing cabinet when I implemented MOM last year, and the psychological effect was amazing, like my oxygen supply doubled or something! But it’s still just everything alphabetical, I think as classic GTD suggests? But for our home, I think the groupings would really make more sense. Thanks for posting, I’d love to win one!
I am just finishing up my mind organization “machine” with my two weeks of assignments and have collected quite the pile to file! I can’t believe how much the M.O.M. System has changed my home already and I’m not even done yet!! We are hoping to expand our family (God willing) to five. Having all of our paperwork in order would relieve so much stress and allow my husband and I to focus on the family rather than “the pile.”. With no filing system to speak of at the moment and a typical tight budget, winning the freedom filing system would be the cherry on top of my organizational make-over!
This would be awesome to win! I have had to use my husbands “filing system” since I started the M.O.M system a couple of months ago. The thought of using something so easy (and makes a lot of sense) would be a beautiful bow on top of my M.O.M. system. 🙂
I totally believe in filing systems (otherwise, why am I keeping these papers if I can’t find them when I need them?) but I have struggled with all the maintenance. This system seems to have a good, easy to maintain solution.
I would L.O.V.E. a freedom filer – I need freedom! I need to file! I need a place to file for freedom! 🙂 I need the freedom to file! 🙂 I feel free! So long free flying papers… I freely flee, I file! 🙂
I started a monthly file system this year where I put all the bills once paid and important papers so we can find them at tax time. Would love to win this system and tackle more paper.
This could be a dream come true. Right now we use a mish mash of piles and files and rely on my flagging memory for “current” things.
Please enter me in the contest. Right now, all of our important papers have been piled on top of boxes in the attic ‘to be filed’ for almost two years. Just looking at the mountain of papers in the attic makes me cringe and I’d love to have a system in place to make attacking this project easy for me. Freedom Filer looks like a perfect fit.
I would SO very much love to win this filing system!!!! The reason why–I’m lost in a sea of file piles! Just this past week my dear mother-in-law passed away. I was not able to travel across the country to attend the funeral, but my husband did and last night he called me and asked if I had any idea at all where the paper was that his mom had made up years ago and given to each of her children telling them instructions of what banks, and where all their financial things were kept/stored. I had no idea where to look, but by God’s grace I was able to find it and read it to him over the phone–thereby helping relieve some of the stress going on for my husband and his siblings who are not only mourning the loss of their mother, but are also faced with trying to take care of the million different things that are now necessary. So I really had it shown to me in a very up front way how vital filing can be–and it is only a miracle of God that helped me to find that paper, as it literally was lost in a stack of “to be filed” papers probably two feet high!
I am so glad you found it! I have had similar close calls before using this system and was frustrated by the hunt through the piles everytime I needed something important. That is why I started looking for a solution…and I found it!
Genius! I mind be nerdy, but his system looks amazing. I even watched the 2 minute video. Love it
This system sounds wonderful. Once again I am about to change what I have been doing. I started out fine but then it seemed to blow up in my face. The idea of not having to go through the files periodically it clean out or the that everything would have a definite place would make me very happy.
I would love to win this system! I’ve got two different filing areas, both very out-of-date. Would be a huge boost to get it organized again. 🙂
This is a great idea. I am going to try it!
When I received the email about this filing system and how you had a pile up, I felt much better about the giant pile I have been collecting and not filing weekly like I should. I finally purchased a file cabinet (instead of the box I have used all these years of marriage and moving) and have yet to fill it because I just can’t get the motivation to start. This filing system would be just the ticket to not be so intimidated.
I LOVE this! The colors are marvelous. My current filing system has some of these components–but it’s too cumbersome and not “purge-ready.” This system makes purging an easy process, instead of one to dread.
My “to file” pile is enormous!
I would love this product! This filing system has a place for everything. I need something like this that would save me time and eliminate clutter. Doing a little at a time helps me. Great idea!
I have been setting up my M.O.M. machine in my office over the past several weeks – I’ve got it working pretty well (yay!) but I still have a huge box labeled “to file”, which has been collecting papers for almost 2 years now (ever since we moved!!) I’ve been waiting to “figure out” how to file my papers, as my system of the past wasn’t working well for me. THIS LOOKS AWESOME!!! I love that it is color coded, and I LOVE that the file labels are already all filled out for me! Can’t wait to put this together – would love to win this filing system!
I would love to win this system because it looks so easy and I have a big pile to file!!!
I am completely overwhelmed with filing. I haven’t done it efficiently for almost a year because I dread starting. I have piles of paper all over my filing cabinet (yes, I own one of those, but it isn’t pretty!!) and all over my floor. I would love to get one of these systems and see if I can get my life organinzed! It looks very promising. I don’t feel like I have found any successful methods of filing, though I do have a place for my tax stuff, and a place for important papers, and a place for bills….they are very lovely piles. 🙂
I consider myself to be a fairly organized person, but it is the paper piles that get me. I so need this in my life!
I would love to win this filing system because I bet it would work! I don’t even want to talk about what my “filing” looks at the moment and I am motivated after having to ring companies for replacement receipts for our tax return, eeek!
Oh dear, I have such a huge filing project! Over 2 years, actually. This system sounds like it would be so helpful in keeping my filing down so it wouldn’t ever get this bad again … hope I win!!
I would love to win this system because my husband and I have been trying to get our files in order for years and have yet to find a system that would work for both of us. I think this might be just what we have been looking for.
This would be fabulous! I’d love it 🙂
I also would love to win this system as my current one isn’t working and I have piles and piles to file. I keep my filing stashed in a box under my bed. I am sure this would work for me. I will definitely put on my wish list if I don’t win.
I could really use this because I have years worth of files that I need to organize! Plus, each family member has his/her files that need to be organized.
I started a file box that I keep in the kitchen where my piles tend to grow. I have a file for each month, “recipes”, “to file”, “calendars”, and “to read”. This isn’t perfect, but it has helped control the mess on the counter.
Seems like this might work!
I’m ready to tackle getting organized. I found out this week that I’m going to have to have surgery that will put me out of commission for about 6 weeks, so I have huge motivation to get my desk cleaned and organized and all my filing done – along with a LOT of other organizing for meals, laundry, cleaning and help with my kids – before that happens. Although I have files for bills, I have more paper sitting on my desk than in my files at this point!
Wow, I feel much better reading all these comments and knowing I’m not alone with The Pile and the anxiety of lost important papers. In our move-frequent military life, this system would be so helpful, especially the even/odd year purge. Moving all the disorganized papers from state to state is not a good feeling! I wish we could all win!
We could really use a good system for purging old papers. My husband’s previous solution was to buy a bigger filing cabinet!!!
This system is AWESOME. I love to color code everything. As a teacher and first time mom I love organization but my home filing has fallen to the way side since my son was born 6 months ago. I loved the videos and I can’t wait to get organized. Winning this system would help me get a jump start on organizing my files.
Love this…..so I just purchased it….Can’t wait to get started! Thanks, Power of Moms!!
I went through and organized our files before we got married 8 years ago and, ahem, it’s in need of some updates. This would be great!
I am so bad at filing and this would be great to take all the complications out! Honestly I process quickly if I really need to hold on to these things and I either throw them away or shove them in a box that used to be our filing box.
I would so love to overhaul my filing system! It’s a big mess at the moment. I have ADHD and so paper is a Huge nightmare for me. I’ve heard that using colour coding would be very helpful for me but have never tried it. Sounds like this system would be perfect for bringing some colour coding into my life. I just love your website and all the helpful and inspiring articles you send me. I’m always telling people how much you’ve helped me already! Every mother should join the Power of Moms!
I would LOVE to win this! When my husband and I got married (4 years ago!), we merged our unorganized personal files into a master set of unorganized personal files. Our filing cabinet barely closes! The FreedomFiler program sounds like the perfect solution that will both get us organized and help us stay that way!
The “file by month” that automatically purges itself in bite sizes is revolutionary to me! The whole concept is still processing in my head. I dread it when the filing cabinet is full to the brim & it takes a day to archive it & reset the whole thing! I can’t wait to share this idea with my husband & other friends & family members. The more areas of my life that I automate the more time I have to be present in the important parts of my life. this would be a great addition to the automated systems of my home. Thanks for taking the time to share your great find!
It was revolutionary for me too which is why that 2-minute video got my heart pounding! I’m so glad you are excited about it too.
My house frequently gets taken over by paper, especially since our office is upstairs. A small file box in the kitchen helps. My file cabinets, on the other hand, need some serious help. This filing system looks so efficient, I’m going to have to try it out!
I actually keep the current monthly folder in the kitchen with my other files for my weekly review and fill it as I go. When the month is over, I run upstairs to my filing cabinet and trade it for the next month. Looks like I better do that today since it’s the 1st. 🙂
I would love to have thsi filing system!! This would be awesome!!!
Wow, upon first glance, it looked labor-intensive, but after reading about it, this would be a very, very useful tool. I had a (homemade) filing system set up and began using it before moving here a year ago. Somehow, the office setup in the new home (and another baby later!) wasn’t conducive…and I have a pile from a year ago that keeps growing & needs filing! I would love to plug in this filing system!
I love this website, it has all the information and help i am looking for, however i struggle to find the time to put much of it into practice. I love the free give-a-ways because they give me a place to start and a plan of action. I have piles of papers all over the house that are continually in need of purging because i don’t have a good filing system down where everything has its place. Thanks for all the work you have done to help moms like me who want to their best but sometimes just don’t know where to begin.
This is such an awesome idea! I only wish it came with a few bonus hours to get it all set up!
Oh, I wish…
This system looks AMAZING! There are probably not that many of us in the world who would get this excited about a filing system, but for those of us who love organization (and can’t always seem to master it on our own) this seems perfect! Would love to win it 🙂
This looks absolutely amazing….pure genius! I could use this in the worst way. I would like to use this system because I’ve never really had a system! I have 2 big file cabinets, somewhat organized, and several boxes of papers to be gone through and purged/filed. I have a difficult time with what to keep and what to let go. Add in the stuff from 3 kids as well as tons of school stuff (I’m a teacher) and it’s an overwhelming task.
What a neat filing system. The color coding would be so nice for my visual self that this would help my current system tremendously. Thanks for the info!
This is awesome! My husband and I have been working the past couple of years on minimalizing what we store, keeping only absolutely necessary things. In the process, we’ve created a “to file” pile that is partly in very difficult to see/access files or waiting to be put in some sort of filing system. The idea of trying to figure out an easy to see AND organized filing system has been very daunting to me so the project keeps getting put on hold. But this filing system seems that it would be perfect! It’s still hard to think about putting down $30 for pages of colored tabs without just being able to try it first, which is why the giveaway would be awesome. But in general, this seems like it would solve our problem to where everything would have a place, organized and easy to see and find.
I feel like I truly NEED a system like this… At the moment I can barely reach my desk because of the piles of ancient paperwork slowly rotting there since we moved 2 years ago with a 3yr old and a new baby… I feel like my lack of “life administration” is spinning out of control and stopping me from being the parent I want to be.
Why do I need this system? Because I’m DROWNING in paper and desperately need a LIFELINE!! I literally feel suffocated by it all and can’t figure out where to start. I have tried other systems for keeping on top of the paperwork but keep giving up, partly because they seem complicated and partly because I need something highly visual…the Freedom Filer might be just the system to help contain the paper avalanche. Thanks Power of Moms for providing such wonderful resources and tools for overstressed and overstretched moms!
I just set up a stadium file on my desk and am amazed at how having my most current active files up there instead of stuffed in to my whole file cabinet alphabetically makes it so much easier to file as I go. Boy could those file cabinets use a system like this to help clear out the crazy clutter in among the important bits.
We will be moving soon, and I would love to get our files in order before we do!
My files are too full…I dread filing anything because I have to fight the files to get it put away. I would love a streamlined system that helps me just keep the necessities and get rid of the rest!
Oh, how I could use this lovely little filing system! And color coded? Right up my alley!I currently have a Uhaul moving box full of paperwork that has accumulated since I moved from California to Idaho in 2008 that is my “to file” pile. It makes me mad as a hatter to dig through it every time I need to find something, but I have yet to make the time to actually file it. Help!
I love this! Mostly because I love to file things but I have a hard time deciding how and where to file things. I love having things color coded and I think that makes things much easier to take care of and find things at a glance. What a brillant system, especially because I still have tons of papers that need a better filing system.
I want this… I need this. If I could post a picture of my overflowing filing cabinet, you’d agree! Thanks for introducing us to quality systems.
I’m just getting started with M. O. M. & am already SO excited! Less chaos in our 10-person-home means a happier sweeter mom in our homeschool! This looks like another HUGE help, especially as my husband is hoping to start his own business & that will bring its own mountainous of paperwork in addition to the several year old box I have in my bedroom! Even if I don’t get the filer, I think I’ll benefit from trying to apply the concept :0)
WOW! I’m amazed to hear that so many of us are having the same struggles. I really do understand the filing angst that you have expressed and have cried many times over a pile of papers. I am confident that this system will help many, if not all of you, as it has me. Like building your M.O.M. machine, you have to be creative to carve out time to do it but the payoff is awesome! Did I mention that I love FreedomFiler?
This video might help you prepare to file:
http://8basics.com/blog/the-easiest-filing-system-ksl-studio-5-video-segment
Another thought: When I first set this up, I already had a filing system in place (just not as good). I emptied all the files I was sure I would not need more than 2 more years and put those papers in a bankers box. Then I labeled the date it all needed to be shredded two years later. After two years were up, I took that box off the shelf and got rid of it. This saved me from worrying that I was throwing something away I might need later without the hassle of going through every single paper right then.
I love the freedom filing system. About a year ago I put together my own hand made system but I’m sure the real one would be easier to use.
My files are labeled and in decent shape and I am somewhat successfully using a version of the M.O.M. system, but my “filing pile” is HUGE. I just don’t want to deal with it, and I need to get this done once and for all. This system would be awesome!
This sounds great! Using a monthly tickler file to “mail” things to myself at the right time is also very helpful!
This looks amazing, thank you for sharing, I’m passing the link on to my husband as he is the one who files in our house:).
I don’t have any filing tips- except do it as you go. I have boxes and boxes and bins and bins full of papers to file, or shred. It would be great to have a system like this to help me get unburied.
Thanks for sharing!! I am so excited to try this system. We just repainted the office and are in the middle of re-organizing it!!
We use this Ikea shoe cabinet for files instead of shoes:
http://www.ikea.com/us/en/catalog/products/50178171/
It is conveniently located in the family room, and each family member has his/her own compartment. It is the “collection point” where I can sort without the room getting cluttered and then decide what gets kept/filed upstairs. I’m excited to switch to FreedomFiler for my main filing system. I love filing and organizing!
Wow! This system sounds great. I have many boxes of things to file. I used to stay on top of it but as we have adopted special needs children, more and more of the “none-urgent” (not crying out for immediate attention) things have been brushed aside. However, this causes some grief when I have to go back and search for records etc. The searching wastes valuable time and sometimes I end up not finding what I need anyway. I would love to use this system to get back on track.
The smead fastab filing folder are on sale for $10 per/box of 18 at Office Max online right now!
I can’t afford the pre-made system, but am seriously considering getting the DIY kit. Do you recommend the 1/5 or the 1/3 system? I’m not sure what the pros and cons are of just hanging files vs hanging files w/interior folders. The latter sounds better to me, but I’d love to get an opinion from someone who’s actually been using the system.
I use the 1/3 tabs and have been very happy with those. It’s simply personal preference as either would work. I also prefer hanging files only as I found the interior folders would cover my tabs a bit. Again, either method is effective so try one and see if you like it. Good luck!