Best System for Organizing Your Kids' School Papers

Clear your clutter and never lose important documents

If you're like most working moms, your system for organizing school papers involves the kitchen table or counter. You can never seem to find what you are looking for when you need it. Important papers can get lost, ignored, or recycled. If you are fed up, take one hour this weekend and get organized. Use this step-by-step solution to organize school papers once and for all.

1

Tools Needed to Organize School Papers

Get the supplies that you need
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Organization starts with having a convenient storage system that is easy to use. You will need something to put all the paperwork in that you need to keep. Here are some suggestions:

  • A portable filing bin that accommodates hanging files
  • A hanging file for each child
  • 2 additional hanging files
  • 10-inch by 13-inch envelopes
2

Label the Hanging Files

Label each folder with your child's name
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​Use these labels on your hanging file labels:

Take Action/Sign

This folder will be for forms that need to be signed like permission slips that need to be returned, teacher requests, PTA announcements, and flyers about events that need to be added to your calendar.

Short-Term Storage

This file is for forms or information that you don't need to keep forever but will need to refer to at some point in the near future. For example, information on an upcoming field trip that includes a list of what your child is to bring or an upcoming school carnival flyer.

Long-Term Storage (One Label For Each Child's Name)

This folder is for each child's special papers, progress reports, test scores, awards, certificates, or programs from school plays or musical events.

3

Put the Files in Your Portable Filing Bin

Put your files in your box
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Now your files are labeled it's time to put them away. Add the hanging files to the portable filing bin. Keep the bin in a centrally located spot such as the kitchen or home office. The secret to paperwork organization is to have a place to put the paper.

4

Where to Place the Organizer

You will keep this storage system handy, in plain sight, so you may want to choose one that appeals to you. It's best to place it at first in the spot where those school papers usually accumulate. As you get used to the system, you can move it to another spot that is best for sorting and storing the papers each day. 

5

Sort Your Stacks of Paperwork

File the papers away
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Throughout the week, as your child brings you stacks of school papers, simply drop them in the appropriate hanging folder. Teach your kids​ to organize their paperwork themselves. Have them take out their homework and hand over the paperwork you need to check out.

6

How to Review Your Paperwork and Take Action

Weekly review your paperwork and take action
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Now that the papers are organized, you will need to set a routine for when you check each file.

Review the Take Action/Sign File Daily

Each evening, review the papers in the take action/sign file. Sign all forms and permission slips and put them in your child's backpack. Add any new meetings, concerts or events to your calendar. Once this is done, either file the form in the short-term storage file for future reference or recycle it.

Review the Short-Term Storage File Regularly

Review the papers in the short-term storage file on an as-needed basis. On the day of the field trip, you'll know right where to find the flyer with details and instructions. Once the event has come and gone, throw the form away.

Keeping Each Child's Long-Term File

Anything you want to save goes in each child's long-term file.

7

Organizing Keepsake Papers

How to organize precious keepsake paperwork
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At the end of each semester or school year, take the papers from each child's file that are special to you or your child. Put them in a 10-inch by 13-inch envelope with your child's name and school year noted on the front.

Store the envelopes in a drawer or bin. You now have the special papers, awards, and certificates for each child organized by school year without any extra work.

8

Ongoing Maintenance for Organizing School Papers

Keep your paperwork organized going forward
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This is a simple solution for organizing school papers that maintains itself provided you practice daily discipline with the steps outlined. You may find it necessary to periodically replace the hanging files due to wear and tear.

Stick with this system so that paperwork clutter doesn't take over your home again.

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