Tag Archive for: paper organizing

Fashion File

skincareOne of the reasons we hold onto paper is because we need or want to reference the information (on the paper) in the future.  However, what happens when we can’t put our hands on a piece of paper quickly and easily?  We waste time hunting and searching for that paper, or we attempt to find the information from another source.  Is there really any need to save paper that we can’t find quickly and easily?  No!  So, what will help us find specific papers when we need them?

An organized paper storage system will help us locate what we want, when we need it, and help us remember where paper is stored.   Creating an organized system can be quite an undertaking.  The initial step in this undertaking is to have a paper storage container (ie. file cabinet) that holds alphabetical files that are labeled with file names.  It is essential to customize the file names to reflect our specific, personal retention needs. The best way to do this is to create file names that uniquely describe what information is stored inside the file.  This is much more efficient than using generic or standardized names.  For example I use the file name “Kia Soul” instead of Auto, Car, or Vehicle.

Another example of a customized file that I have is my “Fashion File”.  It holds all the girly things that I want to reference, look into, check out, or use.  It contains 5 separate categories, hair, jewelry, nails, skincare, and wardrobe.  The types of papers that I store in each category are as follows:

Hair – contact information for my current stylist, pictures of hair styles that I like, products I want to try
Jewelry – receipts of jewelry purchases, business cards for jewelry consultants, jewelry catalogs
Nail – business cards for local nail salons with times and directions
Skincare – business cards for skincare consultants, products I want to try, lists of chemical free products, skincare catalogs
Wardrobe – contact information for image consultants, tips for my body type, fashion styles I like

By establishing and using this unique file name, and other personalized file names, I have created an organized system that helps me remember where my papers belong and where I can find them when I need them.  This approach could work for you.  If you do use it please share with me what file names you use.

© June 2015  Janine Cavanaugh, Certified Professional Organizer®  All Rights Reserved

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Proud member of NAPO

Organizing Paper

Store action papers, notes, and reminders in one location.  Examples of action papers are, information that needs to entered into the computer, information that needs to be read and responded to, and contact information for someone who needs to be called.  The product I use is a multi-pocket organizer that is divided into days of the week, and the location I use is an easy access vertical file holder by my desk.  This gives me one place to store and retrieve action papers, notes, and reminders.  It also helps me to organize and prioritize those actions.

Organizing Tax Documents

Keep one tax document folder labeled with the current year, and add papers to it as they collect throughout the year.  Once your taxes have been filed for this year, transfer the documents to a bin labeled past tax documents, and write the specific years that are included in the bin.  Include with your past tax documents,  all your supporting tax papers, financial records for that year, and proof of tax payment.  Store the bin in a remote area.  Start a new tax folder for the next year.

Organizing Medical Papers

finished fileIn preparation for visiting a new doctor last week, I realized that my medical papers were not organized in a manner that was suitable to my needs. They were mostly organized in chronological order of doctor visits, and I wanted them organized by subject, and then, in chronological order of doctor visits. So, I gave myself the project of organizing my medical papers.

tools neededThe tools I used were a hanging file, a file folder, 8 sheets of paper, 8 tabs, a highlighter, and a black marker.  I first sorted all my medical papers into subject categories. I choose 8 different categories that made sense to me as I was sorting my papers. The 8 subject categories I used were general information, yearly physicals, mammograms, doctor visits, eyes, and 3 categories for specific ailments I have. Your medical categories may be slightly or completely different. That is understandable.  Personalization is encouraged.

Here is a list of the types of papers I have in each subject category:
General information – primary care doctor contact information, office hours and locations, medical insurance documents
Yearly physicals – medical history records, physical exam results, lab results, appointment reminders
Mammograms – test results, appointment reminders, literature on subject
Doctor visits – test results, appointment receipts, insurance explanation of benefits
Eyes – appointment receipts, exam results, prescriptions, eye glass receipts
Specific ailments – test results, appointment receipts, diagnoses, prescriptions, literature on subject
file names

I used the highlighter to mark the date and subject on specific papers. I used the tabs and paper to create dividers for each of my 8 subjects. I used the marker to write the subjects on the tabs. I placed all the tabs on the upper left hand side of the paper (horizontal) so they would fit into the file folder and be easier to read.  It’s much easier to scan one area for the subject tab, then have to scan staggered tabs, especially since we read from left to right. I reduced as many papers as I could before reassembling my medical file.  I shreded 56 papers that I felt comfortable discarding.

The project took me about an hour to complete. Since all of my papers were in one file folder and in a semi organized state, I was able to complete the project in a relativity short amount of time, but if you’re going to organize your medial papers and they’re in disarray you will need to give yourself more time to complete your project.  You will also realize as you sort your medical papers that your subject categories will be specific to you.  That is ideal.  Each and everyone of us needs to find a way of organizing that is personally suitable to our individual needs.

 

© December 2014  Janine Cavanaugh, Certified Professional Organizer  All rights reserved

NAPO

Proud member of NAPO

Taxes & Paper Management

 

Helpful Organizer Newsletter – April 2014
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Side Notes:

***    I’m currently reading a book about Feng Shui.  Did you know that a dirty stove can make you tired and depressed?  It can even make it harder for you to earn money.  So, please clean your stove, and visualize improved income.  I did and booked two clients!

***   Spring Organizing

Spring tends to be a busy month for homeowners.  They spruce up, clean out, lighten up, and prepare for a summer of fun and sun.  What do you do?  Please share your spring organizing tips with me.

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Happy spring!  Do you associate spring with tax time?  I apologize if I just put that in your head.  Would it help if I provided you with a tax preparation list?  

The “T” word

What are you doing April 14th?  Do you find yourself hunting and scrambling to find all the documents you may need to file your taxes?  I created a list of all the documents my husband and I need to prepare our tax forms, which has made that process much easier.  We file jointly and very simply, but I thought our list may be helpful to you.

Here it is:
W2 forms
Mortgage documents – form 1098
Investment documents – form 1099
Excise tax yearly bills
Real estate tax yearly bills
IRA documents – form 5498
Interest from bank account – form 1099
Medical documents
Proof of health care insurance (MA residents)
Value of donations made throughout the year

Below are the additional documents I need to include from my business:
Estimated tax payments for the year – form 1040
Income total
Expenses total – including the following category totals: donations, electric, food, Internet, marketing/advertising, membership dues, mileage, networking, office supplies, phone, postage, training, and travel

Please note:  The above list is just a memory jogger.  If you have questions or concerns consult a tax specialist or CPA.  Janine Cavanaugh, CPO© can not be held accountable for any improper tax filing.

Never Ending TaskDid you know the one category that most of my clients want to address, even if it’s not the focus of our appointment?  Organizing paper!  Paper management is like dishes and laundry, a never ending task.  Paper can accumulate and pile up so quickly that it leaves you scratching your head, wondering where it all came from.  It helps if you create guidelines for yourself on what to keep, and for how long.  If you’d like a list of my paper retention guidelines, please email me.  I’d be happy to share my guidelines with you.
From,

Janine Cavanaugh, CPO®
(508)-699-6652

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