• more time
• more energy
• greater peace of mind

 
January 2012

Ah, the New Year. It’s a fresh start. Many of us want to improve our health, our finances, and our quality of life in general. January also happens to be “Get Organized (GO) Month”, which is dedicated to raising awareness of the benefits of getting organized at home and in the workplace. Would you or someone you know benefit from hiring a professional organizer? Think about it, and if the answer is yes, give your self the support that you may need. Read below for some tips on getting organized.

Check out some of the local Winter Farmers' Market in your area in our Partner Spotlight.

Maureen

Creating good filing and record keeping systems is essential to a low stress, organized life. It is well worth it to invest some time now to set up good systems to make ongoing file maintenance simple. Organize the files in accordance with how your mind works. But here are some suggestions:

Financial and other important papers
To get started, you will need a place for your files
   • Filing cabinet: small 2 drawer metal cabinet should be sufficient. OR
   • Hanging file tote
Next you will need file folders
   • Multi-colored hanging file folders with insert tabs
   • Multi-colored tab-topped folders
Label insert tabs for the hanging file folders with broad categories, such as FINANCIAL, HEALTH, AUTO, CREDIT CARDS, OFFICE, TAXES, WARRANTIES & MANUALS, INSURANCE, UTILITIES (Bills), HOME.
   • e.g use green for FINANCIAL folder, etc. Try to stagger the tabs on the folders so you can read everything easily at a glance.
Next, label the tab-topped file folders (also in a staggered fashion) that will go inside the category hanging file folders.
   • e.g. label several green tab topped folders with subcategories, such as BANK STATEMENTS, MUTUAL FUND, ROTH IRA, STOCKS, COLLEGE SAVINGS PLAN, LOAN etc.
Now file all your statements and documents in their respective folders, then place them in the hanging folder inside your file cabinet.
In this way, you have a quick visual system for all your files and documents.

Home Maintenance documents
Use loose-leaf binder or a sturdy expandable file folder (like the one from The Container Store) to store all the necessary documents pertaining to the maintenance of your home.
   • manuals, receipts and warranties
   • “before” and “after” pictures of home improvements
   • the names of the contractors and repairmen used for repairs
   • include a copy of the insurance policy


Health/Medical Log
   • can be simple as a steno pad with dates and test results
   • one for each member of the family

Scanning Documents and Receipt
   • Use a mobile scanner like Neat Receipts: The portable scanner and software combination captures key information from receipts, business cards and documents and organizes it in robust digital filing system by creating searchable PDF files from any document. Export information to PDF, Excel® and Quicken®.
   • Scanning service like Office Drop: Digital filing system & scanner software; mail-in scanning to pdf, scan to the cloud software and online storage.


Important Legal Documents (birth certificates, divorce papers, deeds, titles)
   • Scan and save copies of documents on computer (password protected)
   • Store originals in fireproof latch box or in safety deposit box

Discard Unnecessary Paper
Shred after one month:
   • ATM and bank deposit slips, after you've recorded the amounts in your check register and checked them against your monthly bank statement
   • Credit card receipts, after you've checked to make sure the item appears correctly on your monthly statement (unless you deduct something as a business expense)
   • Sales receipts for minor purchases, after you've satisfactorily use the item and if it has no warranty
Shred after one year:
   • Monthly bank and credit card statements (if you don't itemize deductions—otherwise, keep with other tax documents)
   • Monthly or quarterly brokerage and mutual fund statements, after you have reconciled them with your year-end summary
   • Monthly mortgage statements, as long as your year end statement clearly shows the total amount you've paid in interest and property taxes over the course of the year
   • Phone and utility bills (as long as you don't have an at-home office, use your phone for business calls (save with other tax documents), or anticipate any need to prove long term residency)
   • Paycheck stubs, after you've reconciled them with your annual W-2 or 1099 forms

Purchase and use a day planner or day calendar
   • in January, mark down important dates and appointments throughout the year
   • your paper day planner becomes permanent record or even a journal that you can keep and refer to in the future
   • it allows for planning, organizing and goal setting

Organizing Advice to Live By:

I doI don't know where I found these wise words of advice (so I can't give due credit) but I believe that the following commandments will help anyone live a more organized and stress-free life (especially if she or he lives with others).  

If you take it out, put it back.

If you open it, close it.

If you throw it down, pick it up.

If you take it off, hang it up.

If you use it, clean it up.

Ask the Organizing Diva.
This informative and fun site will serve several purposes for you.

There you will find:

 · our monthly organizing tips

 · a place to post your own organizing question-which will be answered, of course

 · a place to peek at other readers’ organizing questions-come on, you know that you want to read them