College Application Document Filing Systems

Last updated on November 15, 2017

To be prepared for the college admission and financial aid process, you need to create simple filing systems for both electronic and paper documents.

Having filing systems is a MUST; they provide the means for quickly locating and retrieving documents and eliminate the stress caused by misplaced or lost information.

Here are some tips on how to create filing systems for both electronic and paper documents:

Electronic Filing System

The filing system on your computer for electronic documents should include folders for (1) general information, (2) colleges and universities, and (3) scholarships and grants. An example of folder organization for electronic documents is provided below:

Anna’s College Info:

1. General Information

2. Colleges & Universities

Two Rivers College

  • Essays
  • Correspondence (Letters written by me or received from college)
  • Misc.

Metropolitan University

  • Essays
  • Correspondence (Letters written by me or received from college)
  • Misc.

University of My State

  • Essays
  • Correspondence (Letters written by me or received from college)
  • Misc.

Eureka University

  • Essays
  • Correspondence (Letters written by me or received from college)
  • Misc.

Futures College

  • Essays
  • Correspondence (Letters written by me or received from college)
  • Misc.

3. Scholarships and Grants

Eureka University Presidential Scholarship

  • Applications
  • Essays
  • Correspondence (Letters written by me or received from college)

Rotary Club Community Service Scholarship

  • Applications
  • Essays
  • Correspondence (Letters written by me or received from Rotary Club)

Women’s Science Organization contest

  • Applications
  • Essays
  • Correspondence (Letters written by me or received from Women’s Science)

E-mail Filing System

The filing system for e-mails should include folders for (1) colleges and universities, (2) financial aid, and (3) miscellaneous information.

An example of folder organization for e-mails is provided below:

Anna’s College Info:

  • Two Rivers College
  • Metropolitan University
  • University of My State
  • Eureka University
  • Futures College

Financial Aid

  • FAFSA
  • CSS/PROFILE

Scholarships

  • Eureka University Presidential Scholarship
  • Rotary Club Community Service Scholarship
  • Women’s Science Organization contest

Loans

Misc. Information

Paper Filing System

The filing system for paper documents should include a file box with hanging files and manila folders as described and illustrated below:

General Information – (hanging file). This file should contain information that applies to the overall college application and financial aid processes. Within this hanging file, include the following manila folders with tabs:

  • General College Admissions / Application Info.
  • Student Résumé (copies)
  • Letters of Recommendation / Recommendation Forms (copies)
  • Official Grade Transcripts (multiple copies)
  • SAT Test
  • ACT Test
  • AP Exams
  • FAFSA Info.
  • CSS/PROFILE Info.
  • Private Scholarships
  • Travel Info.
  • Misc. Info.

College #1 – (hanging file). Within this hanging file, include the following manila folders with tabs:

  • General Info.
  • Admissions Info. / Applications
  • Correspondence
  • Campus Visits
  • Financial Aid
  • Misc. Info.

College #2 – (hanging file). Within this hanging file, include the following manila folders with tabs:

  • General Info.
  • Admissions Info. / Applications
  • Correspondence
  • Campus Visits
  • Financial Aid
  • Misc. Info.

College #3 – (hanging file). Within this hanging file, include the following manila folders with tabs:

  • General Info.
  • Admissions Info. / Applications
  • Correspondence
  • Campus Visits
  • Financial Aid
  • Misc. Info.

College #4, #5, #6, #7 – Etc.