How the Three File System Works to Save You Time and Simplify Your Life
Paper.
It is everywhere. And unless you have a simple system to “process” it, it can invade your office, kitchen, and home.
Before discovering the three-file system, I had all kinds of files … maybe twenty or thirty, all with a different label.
Every month, I went through all the mail and bills and submitted the account statements. Each sheet of paper was kept in a separate file. Which meant it touched dozens of files every month. Filing the paperwork took too long and I didn’t like it.
Enter the three file system. I don’t remember where or when I found out. But finally I got so desperate (my studio was starting to look like an archive file without the archive boxes) that I decided to give it a try.
Here’s how to set up your three-file system.
- Get three hanging folders and put them in your filing cabinet.
- Label the first as “File # 1”
- Label the second “File # 2”
- Label the third “File # 3”
- Get a small mail organizer and place it where you open the mail.
Well, when you have completed each of these steps, you are ready to start using the system. Is that how it works …
Whenever you receive the mail, adopt a one-touch policy. Throw it away, shred it, or file it at your mail center. (I put the statements in the large slot in the mail center and put the payment receipts with their envelopes in the small slot. I organize the invoices according to when they are due.)
Now, do this for the entire month. When the month is over, take all the statements and file them in Folder # 1.
During the second month, you will open and process the mail in the same way. Then at the end of the month, you will take all the extracts and put them in File # 1. All the paperwork that is already in File # 1 is moved to File # 2.
During the third month, repeat the process. At the end of the month, all the paperwork in File # 2 goes to File # 3. File n. 1 goes to file no. 2. And all the paperwork in the mail center goes in File # 1.
I understand?
During the fourth month, repeat the process again. Except this time, the paperwork in File # 3 goes to the shredder. Or at least most of it. If there is something you need to keep for tax records or for a longer period of time, just create a folder to store the “exceptions”.
This is what the three-folder system does. It simplifies your life and saves you a lot of time. Instead of touching dozens of files every month, just touch one or two. There is no separation or classification. Five minutes and you’re done.
I’ve been using the three-file system for about half a year now and I’m wondering … why didn’t I do this sooner? The paperwork is very easy now. The paper beast has been tamed.
Your Action Item: Set up your three-file system now and start using it right away. It will be one of the best organizational improvements you make throughout the year.