First, I think you need to separate "IN" from "reference". By this I mean that people shouldn't put documents into the folder without it going through some type of inbox so you know something new is there.
Practice schedules or any type of schedule, appointment dates, put the appointments onto the calendar as soon as you can after you get the schedule. You'll immediately see if there are conflicts.
Events you might attend - pencil them (all) onto the family calendar with tentative written next to them. Then when you get closer you can see where you have conflicts and decide which one is real - then erase the others.
Whenever you get phone numbers, put them into a family phone book and into your personal phone book (even if your personal phone book is in your cell phone). (Suggestion, if your personal phone book is electronic, have a paper backup) Don't keep separate sheets of phone lists. Be creative how your enter them - all numbers associated with football practice can go under F or be preceded with Football so you can find them all at once. (For years, all potential babysitters were listed under "B")
What are you keeping the church bulletin for? Phone numbers? - put them in the phone listing. Schedule? Put it on the calendar. Inspiration? Put it somewhere where you'll re-read it.
Those are my suggestions.