Do you always find yourself searching for a document whenever you need it?

If the answer to the question is “Yes” then you need to have a change in the way you are dealing with documents.

It is not a problem which only you are facing, but it is being faced by majority of the people around the globe. Moreover the problem gets worsened due to our inaction as with time we have to deal with more and more documents. We don’t even calculate how much frustration and stress we create for ourselves by not getting the work done on time. And time wasted on it is most unproductive thing we could do in our life.

“Do it later”….seems tempting for most of us.

We have a tendency to postpone work for later as it is the most comfortable thing we could do at that very point in time. We also have a well set feeling in our mind to justify ourselves and it is “I will complete the work in one go”.

Same thing happens with the documents, as soon as we get the document for the first time we put over the heap of papers and think to clean the mess altogether. But that day never comes in reality, however there is one more paper which is now added in the clutter to make situation more worse.

Tips For Managing Documents Effectively

1)      Don’t Save Unnecessary Documents:

When we start keeping the record we get into a tendency of storing documents which are really not necessary. We should spend some time to read the document carefully and try to evaluate its significance for future, else we will find us accumulating clutter in our closet that will re-invite trouble for us in future.

2)      Don’t Keep Unfiled Papers in Drawers & Closets:

Avoid storing loose and unfiled papers as they create stress in our mind. We start getting negative vibes of either not able to find the document in time or not finding the document at all before even starting our search.

3)      Invest On Files & Folders:

How many times you have visited Files & Folders section in a              supermarket or any other store in the last 5 or 10 years?…How many different types of Files & Folders you have in your closet according to  your requirement?… Answer to these question can tell us how much serious you are to address your problem related to managing documents.

4)     Categorisation of Folders:

It is very important to categorise the folders properly, as it will significantly make the search of documents easier for us in future.

Always try to keep related documents in the same folder. For ex, like for managing financial documents, make different files according to the nature of documents like Bank & Credit Card, Financial Investment, Insurance etc. Don’t label file like HDFC, ICICI, Bharti, etc., it will only increase number of files & extra clutter in them.

Here we are showing a sample Document Managing Matrix for your reference, it also informs you of the type of folders to be used for a particular category of documents:

[table id=5 /]

5)     Use Sticky Notes

It is highly advisable to use sticky notes effectively for reminders on work to be done or status updates. Put them on files, folders & documents to remind you of anything related to that file or any particular document.

Don’t just keep them unused in your drawer.

6)     Remove Old Documents From Files & Folders

There are many documents which are important for us till a particular time period and after that either they are of no use to us or they are updated/replaced by another document. Remove those documents timely or whenever you get a new document which is an update of the old document.

For ex. Guarantee cards once the guarantee period passes away they have no importance to us, mutual fund statements which we get monthly or quarterly etc.

7)     Make Digital Copies of Physical Documents

Try to have a digital copy of your physical documents wherever possible with the help of a scanner. Digital image is the best way to store your documents for the long term effectively. It also helps us to take a print or send a copy via e-mail without actually taking the paper out of the physical folder.

Believe me it will greatly reduce your pain…You have thought of it many times but this time, JUST DO IT.