How to handle paperwork?

Post date: 2018-12-14 04:43:05

I am discovering that I suck with handling paperwork. I have crates and crates of actual paper files. I also have folders and subfolders in electronic format, and I am never satisfied about how they are organized. I always find myself asking questions like: should I organize these files by date? by theme? by whatever? Should I move it in this folder or the other? OR should I tag it? And whatever decision I make at the moment seems to be the unhelpful and unpractical one in the long run.

I am fairly organized, though I am not a natural. OmniFocus, DevonThink Pro Office, and Google Cal definitely help. But handling paperwork is my current nemesis. Please help me fight it.

An example: I have one electronic folder for finance which I call "Bills". In it, I have subfolders: Purchases, Purchases to arrive, Tickets for Events, Subscription for TLS, Articles on Finance, Notes on Finance, Verizon Cell Phone, etc. When I created these folders, they made a lot of sense. But when I look at them now, they drive me crazy.

Another scenario: I am working on a work report. I have a special folder where I save the different drafts. I finish the report and submit it to my boss. But my boss wants me to make a few tweaks, which means, let's say, two more drafts. No problem. All is saved. But a year later someone asks me, "can you give me the report?" I look at the folder, and I am paralyzed, "which one was the final draft that I submitted?" I could look at the date of the file, but I do not trust it. I do not know why, but I don't trust it.

I guess my bottom line is this: how do I distinguish between stuff that I have given others and stuff for my personal use that helps me prepare what I give others. But frankly, I am not sure that this is my only problem.

I thought I have some hoarding inclinations, but my office desk and apartment are pretty spartan, except for the crates of paper hidden under my bed. I think that the solution in some simple principle. So please let me know what helps you!

In desperation, KL

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