How to organize document storage in a house or apartment

Good day everyone! Today our topic will be storing documents in the house: how and where to store them, how long you need to store checks, receipts, contracts and much more. I hope you find it interesting, and you can easily put things in order in your home documents and papers. I have prepared: a checklist for sorting documents, links to organizers for storing documents, and several photos with ideas. Let `s start?

What happens if the storage of documents in the house is not organized?

First, let's think, why do we need it? What's the point of spending the whole day organizing the storage of documents in the apartment? And this: you will get rid of the following “harmful things” that are devouring your time, energy and order in the house. And there’s no need to talk about achieving such a goal as organizing order in the house once and for all.

So, by properly organizing the storage of documents in the house, we will save ourselves from:

1. Long searches in panic for the required document, when there are minutes left before they are released or sent;
2. From the encroachments of our loved ones: traces from the husband’s coffee, children’s drawings and pets’ teeth;
3. From cluttering our shelves and desks.

In addition, when we organize the storage of documents, we need to take care to make copies of especially important papers in cases of emergency, and also to hide them from prying eyes.

I will not list them here so as not to attract them into my life. (I am so superstitious, and I believe that thoughts are material, so you need to be careful about what you say or write).

Step 1. Assess the scale of the disaster

Shall we get started?

1. Gather all (ALL) available documents in the house in front of you.
2. Assess the degree of neglect of your folders and files.
3. For now, divide them into two categories: valid and expired. !

My main job is maintaining a legal website and helping citizens find a lawyer. And do you know what the main problem prevents the majority from defending their rights in court? Lost papers and fading receipts. You know that trick that stores use to print receipts on paper that fades within two months so you can’t use the warranty? Therefore, please, no matter how lazy you are, make copies of receipts and warranty cards for expensive purchases.

So, we took stock of what's going on in our lockers. Let's move on.

Step 2: Sort

So, we sort the remaining documents by purpose:

• Important, personal documents (passport, TIN, SNILS, ID) are stored permanently;
• Property documents should also be kept indefinitely;
• Payment documents and payment receipts – storage for 3 years;
• We store documents for transport until we sell the car;
• Purchase documents (receipts, coupons) - they can be stored while the warranty is valid or until further resale;
• Loan documents;
• Documents for the child. Especially if the child is small, then prepare a folder for quickly taking papers (birth certificate and other most popular papers).

At this stage, make yourself a copy of the most important documents and put them in ONE folder. Sort the originals by purpose or in a way that is more convenient for you. Can be distributed among family members.

When I became interested in the ideas of minimalism and started decluttering my home, sorting and organizing the storage of documents was one of the most important points for me.

Step 2.2. Decluttering documents

I came up with the following list of documents and papers that it’s time to throw away in order to clear my desktop of everything unnecessary:

• Business cards (I transferred all the necessary contacts to my phone, which saves everything in the cloud);
• Checks and receipts whose statute of limitations has long passed;
• Lease agreements for apartments in which I lived before;
• Letters notifying about changes in personal data;
• Old letters, postcards, envelopes. I am not such a sentimental person to review them, and I again digitized the most valuable ones and saved them on my computer. Plus, I'm moving soon, and they didn't fit into my massive decluttering.
• Draft documents, damaged copies.

In addition, I believe that at this stage you can start cleaning your computer.

Step 3. Select the method and location for storing documents

I won't describe much here. I’ll just tell you what ideas I found for storing documents in the house.

Folders for storing documents, briefcase folders. Each of the folders can be classified under its own category of papers;

You can use a system of colored sticky notes and folders to highlight document categories. Sometimes people make large-scale shelves with partitions, but I think our small apartments can't afford it.

Document storage box with cardboard dividers.

Special boxes for shelving from Ikea.

Next, we decide on the storage location.

It is important for me that personal documents are not accessible to strangers, guests and various repairmen.

Most often I see storing documents on the top or vice versa the lowest shelf or drawer. If you have small children, then the top ones are still better. And documents cannot be stored in damp or sunny places, on uninsulated balconies and on mezzanines in houses built in Soviet times (again due to humidity).

And most importantly, train yourself to determine a place for the document in the house as soon as you have it. The same applies to electronic documents and letters.

What can you buy to store documents?

As a big fan of IKEA, I collected the following things:

That's all. How is document storage organized in your home? Let's share useful tips with each other in the comments.

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Storage Features

Organizing the storage of documents at home has its own characteristics.
Safety should be taken care of. Papers should be hidden from view and also protected from damage. If children live in the house, then documents should be placed so that they are not accessible to them. You can choose safes for your home, as well as mezzanines and upper cabinet shelves. Please note that the desktop is not a safe place. Accidentally spilled coffee or drafts can cause paper to become damaged. But if they are placed in boxes with a key or a secret bottom, this will protect them from damage.

Where to store documents at home? There are many options, but keep in mind that the location must be accessible to the owner. There are often situations when you urgently need to get some papers. During an emergency, every second counts.

Organizing and storing documents at home How to put your household papers in order.

Organizing and storing documents at home How to put your household papers in order. Video

00:00 Hello everyone, you are on the Live Easy channel. 00:02 Today I want to show you my system for organizing documents 00:05, very simple and convenient, perhaps 00:08 you will take note of it. 00:11 I used to store documents in files, but firstly, there were too many of them 00:14, and secondly, everything just kept falling out of them 00:16. 00:18 Now I put everything in plastic envelopes 00:21 with buttons. 00:22 These are super convenient, nothing falls out of them, 00:25 you can put documents of any format, and if you take 00:28 transparent ones, then everything inside is visible, just like in the files. 00:32 In order for all the documents to be stored in one place 00:34 and not end up in different bedside tables, 00:37 I collected them in a file folder. 00:39 Plastic envelopes are slightly larger than A4 format, so 00:43 at the bottom it is possible to make holes on the side with a hole punch 00:45. 00:49 For small documents there are smaller envelopes 00:52, and to save space they can be secured 00:54 on the same level. 00:58 On the folder with contracts and insurances, I write down 01:00 the dates when they need to be renewed - so that every 01:03 time I don’t have to take it out and re-read it all, and, of course, not 01:06 miss the deadline . 01:08 I keep all the guarantees and receipts together and sign 01:11 on a bright sticker what they are from and when the warranty expires 01:15. 01:16 So it’s very clear at a quick glance that it’s time 01:18 to throw it away, and they don’t accumulate on me uncontrollably, besides 01:21 there’s no need to declutter anything, waste time re-reading 01:25 and finding out what’s what and what’s valid Is this guarantee even 01:28? 01:30 I only keep a few instructions, only those 01:33 that I actually look into, and from there I select 01:36 only the necessary sheets with error codes, troubleshooting, 01:40 settings. 01:41 Almost all instructions are in different languages ​​and take up 01:44 a lot of space, so I take out only information 01:47 in a language I understand, and everything else goes into the trash. 01:51 This way I don’t have a lot of paper accumulated, 01:54 and yet all the useful information is always at hand. 01:59 Medical records are the only thing I store separately vertically 02:02 in a paper tray. 02:04 I divide the rest of the papers into categories and put a name on each folder 02:07 so that you can quickly find your way around. 02:11 If a sticker like mine is inconvenient, then 02:14 you can make a label using regular tape. 02:22 Thus, all documents are collected in one folder, 02:25 each of them has its own place and finding something completely 02:28 will not be difficult. 02:29 In our family, I manage all the documents, so 02:32 I divided them in the way that is convenient for me, but if in the family 02:36 everyone is adults and independent, then it makes sense to divide 02:39 the papers among family members. 02:41 If there are many more documents, then you can create 02:45 several such folders and sign each one on the spine. 02:49 If, on the contrary, there are very few papers, that is, soft folders like this 02:51, they will take up much 02:54 less space. 03:02 Also, I have a hard folder with documents, photocopies 03:05 of the main documents and a pen so that, if necessary, 03:08 I can quickly collect everything I need in this folder and 03:11 take it with me. 03:15 I don’t save receipts because I pay everything 03:18 online, but I’ll share my method of how I dealt 03:21 with them before. I know many people still keep them. 03:24 I took a box, very convenient for napkins, wrote 03:28 the current year on it, put it somewhere closer to the hallway and, without 03:31 any sorting, put all the receipts there. 03:34 At the end of the three-year period, this box went into the trash bin indiscriminately 03:37. 03:39 That's it. 03:40 If, suddenly, I needed it, then I would pull everything out from there 03:43 and find the receipts I needed, but fortunately this never happened 03:46, so I didn’t waste time sorting them. 03:50 Thank you for your attention, I hope I motivated someone 03:53 to put my documents in order and see you 03:55 in the next video. 03:56 Bye.

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With REISSWOLF it’s simple and safe

will provide temporary and permanent storage of documents outside the office, guarantee a professional approach to received documentation, its non-disclosure and proper accounting.

To apply for the archival storage service for confidential documents and submit documents to the company’s storage center, you should go through a simple procedure:

1. Contact our staff.
2. Enter into a contract.
3. Prepare documents for storage yourself or entrust this work to us.
4. Pay for services.

Methods for storing documents

Needless to say, papers must be kept in order. Otherwise, searching for this or that document will take up a lot of a person’s precious time. Many of us monthly sort through piles of the same type of sheets, trying to find a fresh receipt among bills that have already been paid for a long time. A detailed approach to the distribution of papers helps to cope with this problem. As an example, we will give the most successful ideas and methods for storing documents.

In folders

The optimal solution would be to purchase a product with rings that can hold an impressive number of files with papers (photo). Most of these folders are in A4 format, which is ideal for storing certificates, contracts, real estate documents, etc. If you wish, you should acquire several thin office supplies designed for each field of activity. By sticking notes on folders with the inscriptions “work”, “family”, “housing”, “bank”, you can greatly facilitate the task of finding the required paper. It would also be useful to include in the first file a complete list of documents indicating the pages where they are located. It is recommended to paste receipts and checks onto sheets of A4 format before placing them in a folder. Only the upper left corner should be fixed in order to avoid damage to the documents.

A worthy alternative to a bulky folder is a special briefcase with many compartments, which can be purchased at any office supply store. Such devices are presented in a wide variety of designs, from strict classic ones to elegant feminine ones. Choosing an option to your liking will not be difficult. The only disadvantage of a briefcase folder lies in the impossibility of turning pages and freely viewing documents. Therefore, to ensure his own convenience, the owner of the “securities vault” will have to take care of the appropriate inscriptions and notes. A visual example of placing documents inside a briefcase folder is presented in the video:

In photo albums

As surprising as it may be, such accessories with magnetic sheets can perform other functions besides storing memorable photographs. For example, you can place payment receipts in them, which you don’t have to use glue to secure. In addition, each sheet has space for inscriptions and notes, which is also very convenient.

In envelopes

Paper “pockets” are optimal for storing old receipts, checks and other papers that are time to be archived. Such documents are extremely rarely useful, but many still do not risk throwing them away. By marking the envelope accordingly, you can safely place it in the far corner of a drawer or shelf.

In boxes

You can store almost anything in them, and documents are no exception. However, haphazardly storing papers inside a cardboard container will lead to problems associated with their subsequent search. Therefore, before placing documents in a box, it would be useful to distribute them into separate folders or multi-folders, depending on their purpose. As for passports, diplomas and other non-standard papers in hard covers, it is better to have a separate thick envelope for them. By the way, today there are very convenient accessories made in the form of a filing cabinet with dividers (photo). Some of them can be locked with a key and used as a safe.

Safes

Home safes are considered the most reliable devices. You can place work books, money, and stamps there. Some designs have several cells, which will allow you to place a lot of valuables.

When purchasing this device, consider the following:

• Volume, presence of shelves, cash drawer.
• Dimensions, weight.
• View of the castle.

There are safes with electronic or key locks, making storing documents at home safe. You must enter the code yourself. The cost of safes that open with a key is slightly less. If many people will have access to the device, then you should choose one with keys.

Safes have several shelves that can be fixed to different heights for convenient storage of folders. Some devices have internal compartments for stamps. You should choose devices with certificates, as this confirms their compliance with quality.

There are the following types of safes:

• Portable. Can be used at home, as well as for various organizations.
• Compact. Used to store forms, seals, stamps, keys, and valuables.
• Fire resistant. Used for secret documents, they are considered the safest, as they protect all contents.
• Roomy. Used in large companies where many people work.

Go to What documents are needed to start construction of a private house, cottage or dacha, registration of a land plot

Before release, safes are tested for strength. They are usually made from materials that protect the paper from mechanical stress. The price of the device depends on the technical characteristics and degree of protection.

Boxes

If you really have a lot of papers and they are all of completely different properties, the right solution would be to store them in boxes, placing them by topic or size. Of course, boxes should not be an echo of purchases of household appliances - choose bright and non-standard models that will complement the style of the interior.

It’s also better to label the boxes, who knows, maybe you’ll want to re-read their contents?

They are used to store many things, and documents are no exception. You can place a lot of papers in them, you just need to arrange them correctly in order to find something you need at any time. It is advisable to first sort them into folders.

To store passports, diplomats and other non-standard documents in hard covers, it is better to use a thick envelope. Nowadays there are many other accessories on sale, many of which are even locked.

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