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These Organizing Tips may be reproduced as long as Debbie is given credit. Please include my name, e-mail address and my website.
Filing It Away
Notebooks – Three ring binders are great.
* A three hole punch and a few notebooks and you are ready to begin.
* Separate the notebooks into classifications such as bank statement, insurance statement, utility statements, and so on.
* If some statements have only one or two pages, combine categories into the same notebook.
* It will be important to be able to see each page.
* Notice and discard extra sheets that do not contain pertinent information.
* Shred anything that has account numbers or social security numbers on them. Garbage on the curb, is public domain and anyone has the legal right to go through it.
* Plastic sheet protectors; show pertinent information on both sides; put one sheet of paper facing each direction.
* Notebooks also store nicely and makes searching much easire.
* Keep notebooks in plastic crates, file drawers, etc.
* Label each notebook with its contents.
* At the end of the year simply store the year’s notebooks together and if you need to reference them during the following years, it is simple.
Heavy weight document folders can be used much like the 3 ring binders.
* A two-hole punch will be needed for the tops of the papers.
* Some document folders have two or three inside pages that hold papers on each side of each page.
* These are very handy to separate by months or by subject. They are easily labeled and stored.
* Papers are contained and easily accessed, and can be stored out of the way as they become filled.
* Document folders are available in a wide range of colors and can be found at any office supply store.
File Folders - Many people most commonly and most widely use alphabetical file folders.
* Keep track of the contents so that you do not duplicate information into separate files.
* Decide ahead of time how you will name your files. You can use broad definitions or you can be very detailed.
* Consider your space and act accordingly.
* Notate each paper with the file name. Others can help you file, and each paper does not have to be re-evaluated each time it is looked at.
* Start a file index. A file index is a sheet of paper that lists the files that are in a specific drawer or container. Have a master list, and individual lists for drawer or container.
* Add and subtract files from the File index each time you take the action. A file index will help you avoid duplications.
* If you store a container of files tape a copy of the file index to the front or side of it, in case you or someone else needs to find particular file.
Scanning – I enjoy working on the computer and I enjoy not having a lot of paper.
* Scan documents into a computer and save them to a back up medium.
* When there are enough records burn them onto a CD or DVD.
* Check with your accountant as to what documents you need to keep in paper form.
* Scan documents that are necessary to keep in paper form, just in case a disaster strikes.
* The CD or DVD should be stored in a safety deposit. Keep a copy for yourself to use when needed.
* Scan pictures and keep a copy in the safety deposit box.
These organizing tips may be reproduced as long as Debbie is given credit. Please include her name, e-mail address and her website.