It Was Once a Tree… Now It Brings Me to My

KneesWeek 4 – Filing and Paper Management

Instructor:Jennifer Snyder, CPO

Neat as a Pin Organizing Experts

Where Paper Comes From

Mailbox

Printer

Children

Work

Salespeople

Extended Family

Recommended

Files

File for Convenience• Action Files• Family Management • Home Management • Incoming Funds • Outgoing Funds • Long-term Storage.

Color Coding

Color coding helps you see at glance what you are working with.

Examples of Color CodingJennifer DecorativeLuke BlueAndrew PurpleDevyn GreenChandler OrangePets PinkIncoming YellowOutgoing Brown Action Red

Family Management Files

All families generate paper with many documents being very important…or not.

Each Family Member Should Have the

Following Files

Vitals

Education

Professional

Medical

Medications

Dental/Vision

Sentimental

Spiritual

Photographs

Vital Files Birth records

Shot records

Military records

Death certificates

Power of Attorney

Adoption Records

Marriage License

Social Security Cards

Passports

Wills

Education FilesDiplomas

Recognitions

Report Cards

Transcripts

Scholarships

Correspondence

Sorority and Fraternity Documentation

504 or Similar Programs

Test Results

Professional Files

Current Resume

Continuing Education Credits

Professional Accreditations

Recommendations

Certifications

Contracts

Reviews

Medical Files

Records of Medical Conditions

Medical Reports by Physicians

Medical Records

Allergy Reports

Care instructions

Correspondence

Dental & Vision

Files

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Dental Visit HistoryCopies of Dental X-rays Copies of Dental PlanCopies of Lens PrescriptionsDate of last eye examSpecial conditions

Sentimental Items

LettersGreeting CardsObituaries of Loved OnesArtwork from ChildrenPaper MementosNewspaper Clippings

Spiritual Items LettersGreeting CardsObituaries of Loved OnesArtwork from ChildrenPaper MementosNewspaper Clippings

Photographs

Only include professional photographs

Only include 8x10 or 5x7

School portraits

This is only a holding place

Action Files

Urgent Files

Items to be completed immediatelyRefer to these files when creating your ToDo List

Look at this file every dayPlace in a conspicuous location

Examples:IRS Notification Late Payment Warnings

Forgotten items Items that have been put off too long

Immediate Files

To address in the next 7 daysRefer to these files when creating your ToDo List

Look at this file every dayPlace in a conspicuous location

Examples:Appointments reminders Upcoming event

invitations School papers Items requiring quick follow up

Where would you put Action Files on this desk?

Where would you put Action Files on this desk?

Pending Files

To address in the next 30 daysDocuments will eventually be moved to a

different Action File

Examples:Wedding invitations Document awaiting

notarization State Tax documents Requested information regarding pending purchases

Review Files

Items that may or may not require action – they simply need to be read and digested

Examples:Newsletters Pamphlets Information from sales people Magazine articles – after having been

removed from the book

To Be Paid Files

This file should contain anything that has to be paid in the future.

Sort the items by due date so the most critical comes out first.

Store payment books in this file.

Outgoing Payments

Monthly Files

Store EVERYTHING you pay during the month in that months folder.

This is also a great place to keep receipts for gifts.

Alphabet Files

Agreements and service contracts

Reward card documentation

Letters from businesses

Project FilesResearch

Claims

Remodels

Medical Procedures

Disputes

Home purchase

Anything that generates paper

Financial Files

Financial Files

KeepTax Returns

Quarterly Investment StatementsCredit Card Statements

Donation ReceiptsLarge purchase receipts

Financial Files

Do Not KeepBank Statements – if using online banking

Monthly Investment Statements Investment Trade Statements

Check CarbonsCheck Stubs from Last Year

Preparing for TaxesPlace all items for preparing tax returns in a designated document pocket.• Receipts• W-2 forms• Statements• Investment Summaries• Bank Statements• Proof of Income • Etc

Saving ReceiptsCar: Place designated cup in cup holder. Roll receipts and store in cup until full

Home: Place in a documentpockets labeled by month

Save only receipts you will actually need in the future

Paying BillsPay your bills as soon as possible – refrain from waiting until the due date.

Keep payment confirmations in your Monthly folders.

Mail

Types of MailInvoices

Statements

Invitations

Correspondence

Reminders

Magazines

Catalogs

Solicitations

Lots of

JUNK

Mail Process• Remove everything from the outer envelope• Discard the outer envelope and any enclosures• Sort everything into two piles: Keep and Discard• Discard any solicitations you have not requested• Allow catalogs to stay in your home for 24-hours – if you intend to make a purchase, do so right away• Remove address from Discards and recycle right away• Sort the Keeps and place into appropriate folders• If it doesn’t fit nicely into an Action File address right now

Mail Misconceptions

Your name and address are public knowledge. Only shred items with your name AND an account number.

Mail Misconceptions Just because it has your name on it doesn’t mean it must be opened.

If you are certain you do not want or need it, discard it as it arrived.

Mail Maladies Stop catalogs by removing the back cover and mailing the entire mailing label back to the company. You must write REMOVE in large letters.

Mail MaladiesBy using the quick sort method, there is no excuse to not sort your mail daily.

Skipping just one day invites the demon of bad habits into your home.

Mail Maladies If you just completely do not know what to do with a piece of mail, remember that clutter is delayed decision making. Make a decision.

Mail MaladiesIf the mail belongs to someone else, you have two choices: process it with the others or pass it on.

What about Packages?• Address packages immediately• If it is something you no longer want, write REFUSED on the label and drop off at a carrier location• Keep the packing slip untilyou are satisfied with the item,then discard.

What about

Packaging?Save the entire packaging for high end software

Remove the serial number from cardboard boxes after two weeks.

Discard packaging as soon as you know an item works properly.

Other Paper

Owners Manuals Create a file for each TYPE of item.

Create a separate space for filing manuals.

Replace the manual when you replace the item.

Long Term StorageKeep tax returns for 7 years

Current insurance policies

Deeds & Titles

Estate documents

Genealogy and family documents

Coupons Keep only coupons you will use.

Keep only coupons worth more than $1.

Store coupons in your car.

Keep only coupons for items you would use anyway.

Business Cards Add business cards to your established contact management system.

Discard the card itself.

Schedule a weekly time to purge cards from wallets and purses.

Homework Set up your action files and start using them.

Practice using the new mail system.

Pat yourself on the back for being courageous and diligent.

When Class is Over…

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