Organizing in the Cloud
In today’s world, you can do just about everything online. Including filing your paperwork. In the past, it was necessary to store all your paper files just in case your computer crashed. Now, you can access your files online on any device using a cloud storage system such as Google Drive, Microsoft OneDrive, or Dropbox. And just like your paper filing system, your online filing system should be just as organized.
Put Everything in a Folder
This one is simple. Everything you save in should be sorted into a folder. Documents that are not stored in folders tend to be forgotten. I try to keep no more than ten documents “loose” in my Google Drive. I frequently look through those documents and check to see if they can be moved into a folder or deleted. Even if you need to create a folder for just one document, you will know where to find it in the future.
Category First, Chronology Second
When you are creating folders there are a few things to keep in mind; categories and chronology. The first folder you click on to find a document should be a category. The second or third folder you click on should be a year. I will give you an example. For my business files, one of my first folders is business expenses (a category). Within that folder, I have folders for each year. This makes it easy for me to find what I need, but also prepares me for taxes.
Separate Personal & Professional
This one may seem simple, but I am including it because it is so important. I highly recommend having completely separate accounts for your personal files and professional files. However, if that is not possible your first two folders should be personal and professional.
Scan & Upload Everything
This one is a personal preference. Instead of storing paper files and receipts in a physical filing system, I scan and upload everything to my digital filing system. I mean, everything. I have a few reasons for doing this; first, all my documents are stored in the same place. I will never wonder if I have something stored digitally or physically. Second, it is a lot more difficult to lose something digital. And in the rare case of a fire, my files are still safe and sound. Lastly, I have an infinite number of copies of my digital files. I can share documents with as many people as I need.
One way to scan and upload your papers and receipts is with your printer. However, I have run into too many printer issues and I often forget to do it when I get home. So instead, I have an app on my phone called Tiny Scanner, which lets me take a picture, adjust the edges, sharpen the color and upload or share the document anywhere. Having the ability to upload my receipts from wherever I am, has been a huge timesaver.
Customize It!
Of course everyone has different needs and habits, so some of these tips might not work for you. Your organizational systems should be customized to how your brain works and how your life works.
