Tips to Create an Organized Travel Briefcase

Create a Filing System for Business Travel with Folders and a Rolling File

When you’re on the road for business, keeping track of expenses, reports and presentation materials can be challenging. With a portable filing system, you can stay organized and keep things in the right place. With a few simple items like a rolling file case, manila file folders and accordion poly folders, you can design a file system to sort, store and transport documents when you’re on the road.

Use rolling file cases for simple file transport on the ground or in the air

Rolling file cases are a great way to store your office file folders on business trips. The extendable handle allows you to navigate busy sidewalks or crowded airport terminals while keeping your file folders securely tucked away. Many rolling cases can hold up to 80 pounds and even have an internal ledge for storing hanging office file folders. With portable filing carts, you can transport files, presentation equipment, personal planners and organizers and your laptop, so you’ll have your important supplies in one spot. If you fly often, look for a cart that will fit as a carry on.

Protect important documents with secure file folders

You can’t control the weather when you’re traveling, but you can make sure your important documents are stored within tear- and water-resistant poly folders. Use these accordion-style office file folders to organize documents by use, subject or date. If you’re traveling with confidential documents, you can add protection by tucking them safely away inside a travel briefcase or portable file box.

Keep track of expenses and receipts with check-sized poly folders

If your company reimburses travel expenses, use a check-sized poly-expanding folder to store and categorize receipts. That way, configuring expense reports at the end of the month is simplified. At the end of each night on your trip, take receipts from your wallet and tuck them into the appropriate slot in the travel folder. Then, you’ll have everything right where you need it when you get home.

Be ready for that big presentation with a portable filing system

If you have a presentation to give, you can use your portable filing system to help you keep handouts and posters in pristine condition during travel. This way, you won’t have to worry about printing documents when you get to your destination. Use mailing tubes to store charts and visual aids, travel folders for budgets and handouts, as well as zip drives to store the presentation and backup files just in case.

Follow these simple suggestions to help make business travel simpler and more organized. Without having to worry about safely transporting your important files, you can better focus on your trip and deliver quality work.

Use File Folders and a Fire Safe to Protect Important Family Paperwork

Organize Documents to Save Your Family Time and Avoid Confusion

If you’re surrounded by a flurry of important family paperwork like birth certificates, wills and insurance policies, creating a document storage system is the key to keeping them organized. Many people begin to organize documents only to find themselves confused about what to keep, what to discard and which method of organization can keep them on track. With these five helpful steps, you can make sense of important paperwork and create a system that will work for you and your family.

1. Put one person in charge

When it comes to organization, putting one person in charge is the ticket to success. This doesn’t mean one person has to do all of the work, but whoever steps up to the plate should be responsible for delegating tasks, making sure the document storage system gets used and ensuring everyone knows how it works. This will help keep files in order and ensure nearly everything stays in place.

2. Create separate file folder solutions for active and permanent files

To maintain your organized documents, separate files your family will need to access frequently (active files) from the ones that will only be needed in the event of an emergency or major life event (permanent files).

Active files

Active files can be stored using manila file folders and a filing cabinet. Place these file cabinets in a centralized location—typically the kitchen or home office. Active files include:

- Employment information

- School paperwork

- Bank statements

- Annual tax documentation

- Receipts

- Cancelled checks

- Home improvement records

- Paid and unpaid bills

- Insurance information (home, auto and health)

- Warranty information and receipts for items under warranty

Permanent files

Permanent files should be stored inside a fire safe in a secure location. Include documents that would be difficult or costly to replace and would need to be easily found in the event of an emergency A fireproof safe with a lock will help protect these important documents in the event of fire or burglary. Permanent files include:

- Birth certificates

- Social security numbers

- Wedding certificates

- Proof of ownership documentation (including home, automobile, vacation properties and copyrights)

- Legal papers and contracts (wills, divorce paperwork, custody agreements, adoption paperwork, proof of citizenship and durable powers of attorney)

- Passports

- Long-term investments (stocks, bonds and savings certificates)

3. Designate file folders to organize documents you want to keep

If a document doesn’t get put away in a designated manila file folder, you might be more inclined to lose it in the shuffle. To keep track of these miscellaneous papers, first, sort through your incoming mail and any stacks of paper in your home. Make and label file folders for everything you want to keep, even if you end up with a couple of file folders with very few documents in them. It’s better to have a lightly used folder than to lose something important.

4. Archive files annually

Sort through your file folders once a year and transfer old paperwork into an archive file system or file cabinets. This helps free up space and keeps current documents simple to find. Or, choose file boxes for a portable, organized system that’ll help you store and transport archived documents.

5. Be open to upgrading your document storage system

It can be challenging to create a flawless document storage system on your first try. If you want to create a system that’ll work for the long haul, feel free to modify it as needed. The ideal system should be helpful—not frustrating. So, use what works what works for you and fix what doesn’t.

With a little time and a flexible, organized system, your family will be able to quickly find important information and eliminate paper clutter for good.

File Folders: Organize Your Student Files with File Storage Boxes

Organize Your College Papers with File Folders, Bins & More

Staying organized is an important strategy to master for a successful college experience. Creating a filing and organizational system for your papers can seem daunting at first, but breaking the task down into a few simple steps helps make the process manageable.

Determine where papers should go: filing cabinet or trash can?

To start filing your papers, first create two piles: one to throw away and one to keep. Don’t feel compelled to keep every scrap of paper that comes your way. For example, you can toss the pizza receipts and an old test from a class two years ago, but you should hang on to your digital camera receipt and any class work you currently reference. Then, determine which papers are important and need to be kept in file folders.

Dedicate file folders for each subject

Next, you’ll need a supply of file folders on hand. For personal items such as legal documents or receipts, basic manila file folders work perfectly. Be sure to clearly label each one so the contents can be quickly identified. For things like class work or documents related to campus activities, try designer folders in bold colors and unique prints. These will spruce up your filing system and add a touch of personality. Plus, they’re ideal if you like to color-code your files.

Once you’ve decided on the type of file folders you want to use, look through your papers and decide how they can be grouped into subjects and common themes. Then, dedicate a file folder to each theme. Some examples of common themes in your filing systems might include:

- Personal items:

• Receipts

• Warranty information

• Student loan

• FAFSA information

• Bank statements

• Credit card information and statements

• Tuition

• Housing/Lease Information

• Health insurance

• Medical and prescription information

• Car insurance

• Car maintenance

• Car loan

- Class work and school items:

• Class notes

• Recent tests

• Handouts

• Reference material

Place file folders into filing cabinets, bins or boxes

Once you’ve put your papers into the corresponding file folders, you’re ready to file. It’s best to place manila folders into file storage boxes or similar storage units rather than leaving them spread out on your desk or piled on your dorm room floor.

Choose from several types of filing storage available:

-Filing Cabinets

With high-volume capacity and excellent durability, file cabinets are a great way to store your papers. Choose from a variety of sizes and styles, including metal, wood, vertical and lateral. Fireproof filing cabinets are also an option for important documents like insurance or medical information. Plus, filing cabinets can double as a bedside table if space in your dorm room or apartment is limited.

- Plastic storage bins

Plastic storage bins are another great option for organizing your file folders. These are often a little more economical than filing cabinets, which makes them ideal for students on a budget. Plus, plastic storage bins come in a variety of sizes, so you can choose the one that best fits your space. They are lightweight and versatile, making them simple to move back and forth between college and home. Plastic storage bins can also be placed under your bed to save space.

- File storage boxes

File storage boxes are a third option for storing your manila folders. These boxes come with handles that make them convenient to carry. File storage boxes are available in legal or letter size and can be ordered with detachable or attached tops.

With so many important papers to keep track of in college, maintaining an effective filing system is essential. And since it only takes a few simple steps and some inexpensive supplies to create one, it’s well worth the investment.