My 3 Favorite Filing Secrets

"The key to having a usable filing system is to keep it simple.
If the system is complicated or hard to use,
you'll resist using it after a while."

Leo Babauta

I used to set up my hanging file folders with the tabs in alternating tab positions (left, left-center, center, center-right, right).

But when I needed to add a new file in between 'CRV - Auto' and 'Dog Stuff,' for example, my tabs got all messed up. And since I wanted the files to not only function, but also look good, I would spend time redoing the tabs in that section.

When I noticed that I was spending a lot of time rearranging and redoing, I considered that there might be an easier way.

That's when I discovered the concept of straight-line filing.

To straight-line file, simply put all of your tabs in the same position on every hanging file folder (I use the left position for all of my tabs).

That's it.

Simple, right?

Then whenever you need to add another hanging file folder, you just make that one folder, slip it in its place, and the rest stay just the way they are. No redoing anything, no rearranging, no extra effort.

Note: Another alternative is to selectively use the tab position. For example, you might use the left tab position for your client files, the middle tab position for your marketing materials, and the right tab position for your bills, so you're still using straight-line filing within groupings. But honestly, this is starting to sound like extra work and complication to me.

So consider straight-line filing...plus, in my opinion, it actually looks a lot neater in the filing cabinet.

Years ago, after reading somewhere that color coding files would make my life easier, I started using one color hanging files for bills, a different color files for goals, another color for client files, another for projects...and my filing cabinet started looking like a rainbow.

And maybe this idea does work beautifully for some people or situations.

However, with my humble filing cabinet I found that I was spending an enormous amount of time keeping up with color schemes and trying to remember which color went with which type of files...plus, I always seemed to run out of the color I needed.

When I decided to go back to one color hanging file folder, my filing immediately got easier.

And the color I chose?

I buy that basic dull olive color, for one main reason: You can find it in almost any store, any time you need it. It seems to be the basic stock color. Other colors, as pretty as they are, might be discontinued, might not be available when you need more, or might not match when you repurchase. "Blue" does not necessarily mean it will match the blue you bought last time.

So unless you truly love the idea of multiple colors in your filing cabinet, I recommend choosing one color for all of your hanging file folders.

Frankly, if you only did this one thing, your filing life would be transformed almost as if by magic.

Studies have shown that over 75% of papers that get filed never get referenced again...they simply take up a lot of room in your filing cabinet (and energetically, they take up a lot of room in your head, even if you're no longer consciously aware of what's in those files).

So it's very likely that you're keeping a lot more stuff in your filing cabinets than you need.

What to keep:


What to get rid of:


I can hear you protesting right now: "Yes, but I need to keep this because..."

Believe me, I get it. Letting go of papers can seem SOOOO hard.

I should know. I used to keep everything. Beautifully organized. Filed away. But way too much stuff.

I kept notes from every conference I had attended (whether I thought the information was really good or not), files full of ideas I thought I might implement someday, files jammed with great tips I had found, everything.

I have since learned to let go of that stuff. And haven't missed it.

So file less stuff, and your filing will be simpler. :)

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