Document storage system at home. How to organize home documents

Organized storage of your family "history" means keeping them in accordance with certain rules. In this article, we will briefly describe 5 simple steps that will help you organize your “family archive” of documents and photos and ensure that you can easily find the item you need if you need it.

Step 1. Collect everything in one place

Before you start archiving your history or family archives, you must identify a fairly spacious place (room). Here you can collect everything you are looking for together. This will help you see all things at once and not rush around the house in search of this or that document, photo album, souvenir, etc. At the same time, you should follow the rule: if things are placed in certain envelopes, boxes or folders, first keep them where they are initially. Although some of these boxes, envelopes and folders were filled without any organization, most of them were certainly filled with a certain meaning. For example, an envelope contains photographs of a certain date, place, event, etc.

So, the first step is to familiarize yourself with the contents of each envelope, folder, box. In most cases, you will most likely run into a case where things fell apart without any system. And your task now is to sort out this chaos and determine the future storage system for cataloging things.

Step 2: Scan documents and photos. Take notes, organize things by type

Group photos, documents, things by their type, date, etc. Arrange them in the order you choose. Immediately take notes in which “heap” what is collected. Now you can start scanning photos and documents.

When scanning documents and photos, immediately place their scans in the appropriate folders on your computer with the obligatory observance of the "hierarchy" of these folders. Name the shared folder "Family Archive", and build a hierarchy tree inside it.

Step 3. Choose boxes, folders and organizers for storing things

An important step is choosing the right type of boxes and folders to house your sorted items.

It is advisable to collect photos in albums depending on the size of the photos and strictly adhere to the accepted rules: by subjects, dates, age of the subject, etc.

Important paper documents in poor condition should be laminated, this will keep them longer than a file. But if this is not possible, fold them inside a transparent file along with a sheet of ordinary dry paper, squeeze out the air and put the files in hard folder.
They also store old paper money with a sheet of clean, dry paper, one bill per file. There are files half the size of a regular sheet. They are commonly used by accountants for bank statements.

A very good place to store documents and photographs are special cabinets, racks or boxes. Storage boxes should be strong, with tight lids, different sizes for items of different sizes.

Put silica gel sachets inside the boxes to prevent dampness. For a paper family archive, dampness and dryness are the number one enemies. Items of particular value to you should be kept in safe deposit boxes.

Step 4: Choose a place where you are going to put things

Now that you have sorted your things and put them in the appropriate boxes, albums, etc., you should think about where to store them. The first priority should be the safety of things. Observe the following storage rules:

avoid places for storage such as a cold attic and a damp basement at home;
do not place cabinets with things near water pipes or rain risers;
Do not store anything in unheated garages or sheds.

Step 5: Family archive - share documents and things with other family members

Since you do not want your truly titanic work to be repeated again to you or your loved ones, do two important things:

take pictures of most storage items and share photos with other family members;
create a common database of all items in the computer. For this, standard programs Excel, Access, and others are suitable.

Save

Securities need to be treated with care, because there are many adverse consequences due to damage. It will take time to recover. To prevent this, it is necessary to ensure the proper storage of documents at home. To do this, you can use various methods.

Storage features

The organization of storing documents at home has its own characteristics. You should take care of security. Papers should be hidden from view and also protected from damage. If children live in the house, then the documents must be placed so that they are not accessible to them. You can choose safes for the home, as well as mezzanines, upper cabinet shelves.

Keep in mind that the desktop is not a safe place. Accidentally spilled coffee or drafts can damage papers. But if they are placed in boxes with a key or a secret bottom, then this will protect against damage.

Where to store documents at home? There are many options, but keep in mind that the place must be accessible to the owner. Often there are situations when you urgently need to get some papers. In an emergency, every second counts. Now there are functional interior elements for this, including special caches. They are shelves with drawers, safe-books, fake sockets.

Document sorting

Papers can be divided according to the following criteria:

For an apartment. There will be stored receipts for water, gas, electricity.
Connection. This section will contain contracts and receipts by telephone, television and the Internet.
Credits. This includes contracts and checks.
Social services. If the services of these organizations are used, then documents from them should be placed separately.
Copies. It is advisable to make copies of documents in the amount of 5 pieces. even better to scan them.
Personal documents. This includes passports, certificates.
The medicine. Separately fold papers related to health.
Photo. They must be placed in an envelope.
instructions and warranties. If necessary, you can always find the right paper;
Rarely used documents.

Small format documents usually have a hard cover. If they are often used, for example, passports, certificates, then you should store them in a small folder with separators.

Document storage options

With a lot of securities, the question arises, how to store documents at home? Ideas can be different, the main thing is that everything is kept in order. Otherwise, the search will take a lot of time.

For storage, safes, folders, cabinets are used. Papers should be placed in them according to the desired criterion: purpose, date or type. This will make it much easier to find the paper you need.

Folders

A folder for storing documents at home is considered an excellent choice. It will fit a lot of files with papers. Most of these products are in A4 format, so they are perfect for storing certificates, certificates, contracts.

For convenience, you can mark documents with inscriptions, for example, “work”, “bank”, “housing”. This will make it much easier to find required document. You can attach a list of all content to the first file. It is advisable to stick checks and receipts to A4 sheets. It is better to fix the corner so as not to spoil the document.

Briefcase

Storage of documents at home can be carried out using a special briefcase. It usually has many branches. The product can be purchased at a stationery store. These devices come in a variety of designs, including classic as well as original types. Choosing the right one will be easy.

A portfolio folder for storing documents at home can contain various papers. The disadvantage is the impossibility of turning pages and free browsing. Therefore, for convenience, it is desirable to create inscriptions and notes.

Photo albums

Storage of documents at home is also possible in these devices. They must have magnetic sheets. For example, they can contain payment receipts that do not require glue to fix. Each leaf will have a place for notes, which is very convenient.

Envelopes

Paper "pockets" are great for storing documentation that should be sent to the archive. Such papers are rarely needed, but it's too early or you don't want to throw them away. After marking, you can place it in a drawer or on a shelf.

You can make envelopes yourself. For this, strong paper, glue and accessories are used. It will turn out a practical thing if you use your imagination and do the job efficiently. With such an envelope, you should not worry about the integrity of the papers.

boxes

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 pre-sort them into folders.

To save passports, diplomats and other non-standard documents in hard covers, it is better to use a thick envelope for this. Many other accessories are now on sale, many of which are even locked. A box for storing documents at home is also considered a convenient thing, as it protects papers from free access.

Safes

Safes for the home are considered the most reliable devices. There you can place work books, money, stamps. Some designs have several cells, which will allow you to place a lot of valuables.

When buying this device, consider the following:

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

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

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

Experts say that if properly stored, documents can not only save you in the event of a lawsuit, but literally save your life. About where, how much and for what purposes to store important documentation and family archives.

Every day we are faced with a large number of documents: checks, medical certificates and cards, extracts, powers of attorney and other bureaucratic waste paper that cannot be thrown away and there is no time to sort it out. How to properly store documents? There is one simple piece of advice: be consistent. Do not try to organize all the papers at once. Divide this process into several steps and sort through the documents as they appear.

It is recommended to immediately record the numbers from different payments in the accounting journal for family accounting (up to 10 minutes a day). Follow this advice and at the end of the month you won't have to add up long columns of numbers while digging through a pile of checks. This will help to avoid the accumulation of unnecessary garbage.

Buy folders and folders at the stationery store. It is convenient to lay out documentation divided into different categories in them. Don't dump everything in one folder. Forget about the boxes, because looking at the box, you will be tempted to dump all the documents indiscriminately into them.

Try to keep all the papers in one place so that they do not get lost and are always at hand. For example, you can have a separate box that is locked with a key. It is good if a pencil, a pen, an eraser, an adhesive tape, a hole punch, envelopes, paper clips, a stapler and a calculator lie nearby.

How to store housing documents

Put all documents related to housing issues in a waterproof plastic folder. With special attention refer to the acts of sale, confirming the ownership of an apartment or house. They also include a lease agreement in the event that you rent a room. In the same folder, you can put certificates of privatization of housing and a house book.

How to store checks and receipts

General rule: checks and receipts of all more or less large purchases must be kept within 12 months. If some items are guaranteed for more than one year, keep proof of payment according to the period specified in the warranty card. Receipts for payment for the services of a lawyer, doctor, teacher, etc. must be kept for three years. In case of litigation and the need to provide the original, make photocopies of receipts and keep them with you.

How to store utility documents

Be sure to keep the connection agreements for all utilities: electricity, gas, water, telephone, intercom, Internet, cable TV, etc. All utility bills (receipts and stubs) must be kept within 5 years. After this period, you can get rid of them.

How to store medical records

Keep the medical records of all family members in an accessible place. If you prefer private clinics, keep their receipt stubs. at least two years. They may be needed during various proceedings and insurance payments. A card indicating the blood type, the presence of an allergy to antibiotics and chronic diseases Diabetes should always be carried with you. Let it lie in your wallet or driver's license. A card with the above information can save your life if you end up in the hospital as a result of an accident.

How to store your passport, driver's license and birth certificate

Make photocopies of the international passport, internal passport, vehicle registration certificate, driver's license and birth certificates. They will come in handy in case of theft or loss of the originals. By law, the original registration certificate must be carried with you while driving a car and presented at the request of a traffic inspector. Tip: do not leave your license and technical passport in the car in your absence. In the event of theft or destruction of the car, this will delay the payment of insurance.

Where to store family archives and other valuables

Most people keep important documents, valuables, and family archives at home. Someone keeps a safe for these purposes, but many simply put papers in one place, forgetting that neither an iron door nor an alarm system can guarantee the safety of securities in case of theft, fire, flood, etc. It may take to restore papers a lot of time, and some family archives are not subject to restoration at all.

The safest place to store important documents, family archives and valuables is a safe deposit box or depository. This service is provided by many banks. If you are satisfied with the conditions for renting a cell, and the bank itself is nearby, do not hesitate. A safe deposit box is convenient and, most importantly, safe way take care of the documents, especially if you rent an apartment or live in a hostel.

Good day to all! Today, our topic will be the storage of documents in the house: how and where to store, how long you need to keep checks, receipts, contracts and much more. I hope you will be interested, and you can easily put things in order in your home documents and papers. I prepared: a checklist for sorting documents, links to organizers for storing documents and a few 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 is 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" devouring your time, effort and order in the house. And there is 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:

Long searches in a panic for the desired document, when there are minutes left before the exit or their sending;
From the encroachments of our loved ones: traces of her husband's coffee, drawings of children and teeth of pets;
From littering our shelves, desktops.

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, as well as 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 start?

Gather all (ALL) available documents in the house in front of you.
Assess how neglected your folders and files are.
So far, divide them into two categories: current and expired. !

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

So, we assessed what was going on in our lockers. Let's move on.

Step 2. Sort

So, we sort the remaining documents according to their purpose:

Important, personal documents (passport, TIN, SNILS, certificate) are stored permanently;
Property documents must also be kept indefinitely;
Payment documents and payment receipts – storage for 3 years;
Documents for transport - we store until we sell the car;
Documents for purchases (checks, coupons) - they can be kept while the warranty is valid or until further resale;
Credit documents;
Documents for the child. Especially if the child is small, then prepare a folder for a quick take of papers (birth certificate and other most requested papers).

At this stage, make copies of your most important documents and put them in ONE folder. Sort the originals according to their purpose or in the way that is more convenient for you. Can be shared among family members.

When I got carried away with the ideas of minimalism and started decluttering the house, sorting and organizing the storage of documents was one of the most important items for me.

Step 2.2. Document clutter

I got the following list of documents and papers that it's time to throw away in order to clear the desktop of all unnecessary:

Business cards (I transferred all the necessary contacts to the phone, which saves everything in the cloud);
Checks and receipt, whose statute of limitations has long passed;
Lease agreements for apartments in which I lived before;
Letters with notifications of changes in personal data;
Old letters, postcards, envelopes. I am not such a sentimental person to revise 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 clutter.
Drafts of documents, damaged copies.

In addition, I believe that at this stage you can also clean up the computer.

Step 3. Choose a method and place for storing documents

Here I will not paint much. I’ll just tell you what ideas for storing documents in the house I found.

Folders for storing documents, portfolio folders. Each of the folders can be attributed to its category of papers;

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

Document storage box with cardboard dividers.

Special boxes in shelving from Ikea.

Next, we decide on the storage location.

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

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

As the saying goes: Without a piece of paper - you are an insect. Therefore, each house has a mass of a wide variety of documents - from receipts for payment of services to certificates confirming ownership. In this article, I tried to figure out how to store important papers without sacrificing your space.

No matter how hard we try to get rid of unnecessary documents on time, all the same, some kind of statements, warranty cards, checks, notices always come, and without a certain order, the amount of paper would go off scale. Hence, need document storage system that will allow:

Store important documents conveniently
Get rid of mountains of unnecessary papers
Avoid losing them.

Storage of important documents by type

In order to understand how and what it is better for us to store and organize, consider several classifications of documents with which we can work. One of these classifications divides all documents thematically.

Family(passports, certificates, wills)
Real estate and transport(documents for an apartment, telephone, electricity, house, cottage, car)
Education(attestations, diplomas, certificates)
Work(contracts, pension savings, contracts, work books)
The medicine(extracts, examinations, insurance)
Warranty cards and checks
Other(contracts for the provision of services, insured events).

each folder can be divided by residents apartments, if there are really a lot of documents and it will be more convenient.

Documents on long-term storage

There are important documents which we need to keep all our lives, but there are papers that can be thrown away after a couple of months as unnecessary. Depending on this, certain folders have to be sorted out more often in order to get rid of the excess.

Documents to be kept at all times(marriage certificate and other family documents, birth certificate, diplomas, certificates, certificates and attestations, examination documents, hospital discharges, wills, notarized papers, pension documents).
Documents to keep while you are the owner or as long as they are up-to-date(documents for real estate, car, especially important and expensive purchases; all documents related to work should be kept until retirement)

Invoices for the purchase of valuables better to keep while you own them. In the event of theft, accident or the vagaries of nature, these documents will serve as evidence for you to receive compensation. It is also recommended to photograph especially valuable items. and store their snapshot.

Documentation,that need to be stored for more than a year(some guarantors, certificates, checks, medical documents, extracts)
Documents that can be stored for up to a year(Guarantees, certificates, checks, some contracts).

Document filing system by frequency of use

Documents that you rarely use can be folded separately and put in another place so that they do not come across at hand.

paper, which needed 2 to 5 times a year(medical documents, insurance)
Documents that needed less than once a year(guarantors, contracts)
Documents that should always be at hand(passports, car documents).

Tidying up documents: Save vs . throw away

Thus, you can create 4 folders somewhere and put 2 others in each for documents that will be stored for more than a year and for short-term storage. Folders for short-term storage can be sorted out a couple of times a year and throw away everything superfluous.

play it safe

Of course, the most important documents such as property rights, birth certificates and passports are best kept. in a special refractory box. If there is no such thing and it does not seem necessary to start it, you can simply store important documents in dry clean place inaccessible to those who can do something with them.

Clue: Scan or take a photo of all your important papers and keep copies in the cloud just in case.

Store documents in style

If you keep documents in the open, you can purchase stylish folders for them, soft or hard. We are a young family, so we don't have much paperwork yet. At one time we kept them in wooden trays, then we bought hard cardboard ones from IKEA. This makes it easier for us to get to the necessary papers and such a document storage system does not harm the design of our apartment.

To store all the papers, we needed 4 trays. In each there are 2-3 more folders.

Current Documents, which should be at hand (contracts for the near future, passports, notices)
Real estate documents and related papers education.
Medical documents, insurance.
guarantors and contracts.

Everything else is successfully stored electronic.

Also, to organize the storage of documents, you can purchase a plastic folder with files attached inside at the office supply store. They can contain from 10 to 100 files. If there are many documents, there may be several folders.

Do not accumulate and clean

Once a year should review folders with documents and throw them away everything that is not relevant. If you're worried that the papers you want to throw away might still come in handy, put them in one folder and send them to the basement.

I hope the tips were helpful. Coming soon my favorite topic: .

Do you have a special system for storing important family documents?