A well-ordered house is a house where each room is optimized to provide the most space, but it is also a house where everything is in its place, well organized. In fact, it is inevitable to tackle at some point a task feared by many: sorting and arranging administrative papers and documents.
If this step proves tedious and thankless, even anxiety-provoking for many of us, once completed it allows you to have a free mind and feel relieved. How to sort your papers clearly and efficiently? How to classify them? Where to store them? Why choose one box for document archiving ? We help you answer these questions.
First step: sort through your administrative papers
Sorting your documents is the first step before classifying and storing them. But first of all, make sure you sit in a quiet, uncluttered room so that you have your mind on what you're doing as well as the space you need to spread out all your papers. Otherwise you could quickly get lost and have to start the task from the beginning. Please note that it is best to start sorting your documents in the morning or early afternoon as it can take several hours.
When you are ready, you can carry out the very first sorting, that is, put the papers to keep on one side and those you are going to get rid of in a box. In the pile of documents good for the trash, you can put all the empty envelopes that are lying around between your documents, as well as the photocopies that you know you will never use or no longer use.
Also throw away all papers and documents which are no longer up to date, which are obsolete such as, for example, electricity bills dating back 5 years, receipts more than 2 years old, family allowance payment notices more than 5 years old, etc.
If you do not know when to throw away a document, do not hesitate to go to the public service website, you will have all the information concerning the legal retention period of your various papers.
Here is a small selection for you by category.
Work, unemployment, retirement:
- Pay slip, employment contract: until the end of retirement.
- Pôle emploi certificate: until unemployment benefit is obtained.
- Proof of payment of unemployment benefits: a duration of 3 years.
- Retirement pension payment slip: to be kept permanently.
Bank :
- Check to be cashed: the legal retention period is 1 year and 8 days, once this period has passed the check can no longer be cashed.
- Credit contract (whether a real estate loan or a consumer loan): 2 years from the last due date.
- Account statement, check stub: 5 years.
- The various bank card receipts: until receipt of the account statement on which the amounts appear.
Insurance :
- Receipt, notice of expiry, termination letter, proof of payment: 2 years.
- Insurance contract: you must keep this document until 2 years after the end of the contract.
- Life insurance contract: 10 years.
Taxes and fees:
- Income tax return, income tax notice: 3 years.
- Local tax notice, property tax, housing tax: 1 year.
This selection is not an exhaustive list, to have all the legal retention periods, in particular those of documents related to your housing, telecoms, family, your vehicle or even health, go to the public service website.
Second step: carry out an effective and relevant classification
The classification of your documents can be done via two different media, which are the paper version by storing them in a binder, or via the Internet using the archiving site of your choice such as, for example, Google Drive. Choose the medium you are most comfortable with. In any case, whatever the latter, the classification method remains the same. Indeed, the most effective and transparent way to classify your papers is simply to group them by category.
Here is a possible list of categories to help you:
- Documents related to your professional situation:
- pay slips,
- your employment contract(s),
- your work certificate(s),
- your daily sickness and maternity benefit statements.
- Bank documents:
- the various contracts signed with your bank (real estate loan contract, consumer credit contract, etc.),
- the deadlines relating to these different contracts,
- files concerning your account(s),
- check stubs and account statements, bank card receipts if you keep them.
- Documents related to your insurance:
- contracts,
- receipts, notices of due dates,
- termination letters,
- proof of payment,
- automobile information records,
- and life insurance.
- Documents related to taxes and fees:
- tax returns, income tax notices,
- the supporting documents used (such as proof of actual costs),
- local tax notices (including property tax and housing tax).
- Documents related to your accommodation:
- electricity bills, gas bills, water bills,
- landline and mobile phone bills,
- Internet bills, proof of return of equipment (box),
- invoices related to any work,
- chimney sweep certificates (if any), annual boiler maintenance certificates,
- the acts of sale,
- proof of payment of co-ownership charges,
- correspondence with the trustee, the minutes of the general meeting of the co-ownership,
- the rental contract (if you are a tenant),
- the inventory,
- rent receipts, rent review letters,
- the inventory of furniture for furnished rentals,
- and finally proof of payment of personalized housing assistance (APL).
- Documents related to your vehicle:
- purchase, repair or other invoices,
- the driving license examination certificate,
- any fines for fixed fines,
- vehicle transfer certificates.
- Documents related to family and schooling:
- civil status certificates (birth, recognition, marriage or death certificate (full copy and extract),
- notices of payment of family allowances,
- the divorce judgment (if there was one),
- the possible judgment of adoption, the act of recognition of a child,
- the marriage contract, the PACS agreement,
- the family record book
- and diploma(s).
- Health-related documents:
- health and maternity insurance reimbursement statements,
- mutual insurance cards,
- reimbursement statements,
- bills from public hospitals and private health establishments if there are any,
- proof of payment of daily allowances,
- the vaccination record, the blood group card, the health record,
- medical certificates,
- medical examinations (x-rays, ultrasounds, etc.).
Third step: put away your documents
Now that all your papers and documents are sorted by category, all you have to do is put them away! Although this step seems the easiest, it is nevertheless essential. Indeed, by ensuring that everything is in its place, you make your job easier. As soon as you need to get your hands on a document, you'll know where to find it and save yourself valuable time.
For optimal storage of your papers we advise you to follow the following tips, they will help you.
- First tip: store your documents in the same place, for example in your office. To be sure that they do not suffer any damage, we advise you to put them in a metal document holder.
- Second tip: In order not to scatter your papers and start this tedious sorting process too often, put away your new documents as soon as you have consulted and processed them.
- Third tip: Do not hesitate to set up a color coding system but also to note various information such as names, dates, and the “category” of documents in a visible way. This will allow you to get your hands on a document you are looking for even faster.
Finally, if the number of documents takes up too much space, consider depositing them in a rental box close to you. This will be secure and your papers will be much more protected from the weather than in a cellar or storage room.
