We all have those pieces of paper we keep around us, whether it’s class work, old receipts, cards, or old letters. On the other side of the coin, we are living in the ‘paperless’ age, where everything is done electronically, including grades, bills and notifications. Luckily, we don’t have to choose between one and the other. A paper and paperless storage system can work for anyone, as long as they work together to keep things organized.

Find a System that Works for You

When deciding whether or not to go paperless, we have to decide what would work best for our situations. Many of us function well with physical pieces of paper in some sort of filing system. Others of us work better in the electronic filing system and keep paperless files, whether on a computer or portable device. Paper storage systems allow you to keep various paper documents in files for easy access if a hard copy may be needed some day. However, a paperless system allows you to free up more space while managing to keep documents for a longer period of time. So in order to decide what works for you, examine how you store your valuable information.

Ask yourself some of the following questions to help decide what system works for you:
Where do I keep my information?
Do I keep physical things or electronic versions?
If I store paper, do I have the space?
If I store paperless, do I have the access?

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Make It Consistent

Whichever storage system you choose, or whether you decide to use both, keep your methods consistent. If you decide to choose one method over the other, be sure to stick with this method for all of your papers and files. Keep them in one central location so that they are easily accessible. If you decide to use a combination of these methods, keep your paper files and electronic files consistent, matching names for paper folders and the ones on your computer. If file names are different and do not share a key name, documents could be lost or placed in the wrong folder or file. The system you choose to use should help boost your organization and productivity, not complicate it.

Make it Time Sensitive

Every piece of information in storage is connected to some kind of time line, such as a printed date, times, or schedules. When we store these items and keep them out of sight, we can often forget what they are for and possibly miss important due dates. To avoid misplacing or forgetting these time sensitive materials, make your method of organization time sensitive as well. Create bins or folders with dates and reminders on them. Make different categories for them, such as classwork, personal, bills, work or school projects or jobs, to help remind you of their ‘shelf life’. By keeping these documents handy or in marked computer files, we can keep track of pressing time sensitive information without letting the deadlines or due dates slip through our fingers.

Tips for organizing time sensitive information:
Mark folders/bins/files with dates or date ranges Highlight or emphasize deadlines on each material.
Once something is completed, re-file it to another folder.

Setting up Archives

Now that you’ve sorted all of your files and folders and decided what you need to keep or throw away, the next step is set up various archives for documents that you need to keep for future use, but won’t necessarily need every day. Establish a reference system that works for you and can be easily sorted through later when you need to find something. If you’re keeping physical files, keep them in a folder or bin that is not in your direct work area. Put it away in the back of a drawer or on a higher shelf than everything else.

If you decide to keep digital files, keep all documents in archived folders and relocate them to another computer if possible. Don’t keep them on the desktop along with things you use every day. However you decide to store your materials, setting up archives will help you keep track of files you need to keep while keeping them out of your everyday work space.

Dr. Eric J. Nach, Ph.D., M.Ed., A.S.D.C., is a Developmental and Behavioral Specialist who specializes in Autism, ADHD and related disorders. Dr. Nach is the founder of the College Life Skills Program where he and his team of professional’s help develop the Emotional Maturity, Executive Functioning, Life Skill and Social Abilities of college students and those high school students preparing for college. The CollegeLSP is a subsidiary program of the Support For Students Growth Center, in Boca Raton, FL and provides services nationwide.