It's easy to see value of document management from the eyes of an immigrant. You got to prove everything, residential history, medical history, travel history, work history, educational background and what not. Add to that the regular papers that everyone keeps: automobile records, latest bills or statements, credit records, tax returns etc. When I started filing documents in files a few years ago, I had nice titles on all of them. But over last few years, they got disorganized. Whenever I had to add a new file, I couldn't find the same type of file as old ones. Also, certain types of documents needed fatter folders than others. Sometimes, the newly added folders were of different sizes. On a recent assessment of the situation, I had about two drawers full of files. These files were stacked over each other, stuffed into the night stand.
Last week I was asked to prepare another set of documents for certain procedure. I did not want to spend another two hours finding or preparing copies. So, I finally decided to overhaul my document management.
Chris and I had recently discussed digitizing personal records. It seemed like the best way to solve the problem. I could scan all the documents and keep them on a disk. They could be organized and labeled so that they can be easily browsed or searched. Every time a copy were needed, I would simply issue a print command. However, there were two issues with this:
1. The safety of such a disk, both from security as well as failure perspective. Security was less of an issue. I wasn't too keen on online backups and thought that a disk was a better idea. But failure management would have been a big problem. I could have kept taking backups, but then saving the backups would have had similar problems as saving the document folders.
2. The choice of format in which the documents would have been saved. It was necessary that the document format must be supported by software readers 10 or 20 years later. For example, say I saved the documents in .doc format from MS Word in 1995. I doubt if that document would open with today's version of Word. Given the past history of Word, .doc would have been a bad choice. ‘pdf' on the other hand seemed like a more stable format.

I thought that it was possible and affordable for me to manage my documents this way.But it couldn't have been done over the weekend. So, I decided to give it some more thought over the coming months. In the meantime, I started looking for paper based solutions that I could implement over the weekend. I looked around for modular filing system and I am glad I could find it: Hanging file folders and portable box to hang them.
The night stand is now empty and documents have been neatly arranged in the hanging folder box. The process generated about 20 lbs / 10 kgs of junk. You can look at the trash lying above the night stand in the picture below. The box to the right of the night stand is the new document box. At the end of the reorganization, which took about two days, I could gather all the documents that I currently needed in about 20 minutes.