FEBRUARY is Archive Your Files Month

What’s the shape of your home filing system? Are your filing drawers stuffed so full that it’s nearly impossible to get another piece of paper into – or out of – them? This is sure to create additional piles around your file cabinet(s) because its such an inconvenience to get the filing done.

Once a year, you should schedule time to review your files and purge as much as possible, leaving room for next year’s papers. Consider these tips for maintaining a lean and accessible home filing system.

DETERMINE WHAT TO KEEP

As you sort through papers, ask yourself, “When will I really need this again?” “Can it be easily recreated or retrieved elsewhere?’ Don’t hang onto things unless you have a really good reason! Be ruthless – remember, 80% of the things you file will need get referred to again!

KEEP RECORDS RETENTION GUIDELINES IN MIND 

Your accountant, attorney, or professional organizer can tell you which documents you should keep for legal and tax purposes. Think in terms of what you would need to have to support your tax return. If there is no tax implication for a piece of paper on a current or past tax return, there is likely no purpose to hold onto the paper.  

SOME PAPERS CAN BE IMMEDIATELY TOSSED

Instruction manuals for products you no longer own, old research materials, previous drafts of letters, out-of-date magazine and articles, and receipts for items past their return date can be discarded.

STASH IMPORTANT DOCUMENTS IN A SAFETY DEPOSIT BOX or HOME SAFE

It is imperative that you stock your safety deposit box or home safe with the following papers (originals):

• adoption and citizenship papers
• passports
• birth, death, and marriage certificates
• deeds
• divorce decrees
•  insurance policy papers
• lease agreements and loan documents
• mortgage papers
• personal property appraisals (jewelry, collectibles)
• Social Security cards
• stock and bond certificates
• vehicle titles
• copies of wills and powers of attorney papers

And don’t forget to LOCK your home safe each time you access it. Most home safe’s are NOT fireproof if the lock is not engaged.

Setting up a home filing system can be a time-consuming chore, so I found a great ready-made filing system FILESOLUTIONS Home Filing System, that takes about an hour to set up, and it lasts a life-time. I’ll soon do a detailed review of this product, but for now, here’s more information about this essential ready-made filing system.

Originally posted 2010-02-06 18:18:39. Republished by Blog Post Promoter

The Importance of Having Medical Information at Your Fingertips

When it comes to your medical bills and records, you are probably like 90% of the population. You get an explanation of benefits (EOB) for a recent doctor’s visit and it goes in one of two places. The EOB gets shredded or perhaps, you keep it and throw it in a drawer. 

Then what happens when you receive a bill from the doctor’s office stating the insurance denied the charge and you owe the entire amount. A frantic search ensues to find the Dr. appointment receipt and EOB so you can resolve the error. 

Like most households, each month you receive a variety of documents having to do with your health status. From referrals, explanation of benefits to treatment instructions, the piles of medical papers add up. Multiply this by the number of family members in your household, and you can see how disorganized medical records can be a never-ending problem and a cause of great stress in the event of an emergency.

So what’s the solution? You need a system for managing your medical records. Without one, chances are you’ll never find the paper you need when you need it. For anyone who has experienced a medical emergency themselves or with a loved one, you know how critical it is to have quick access to organized medical records. I learned this first hand in 2008 when my mother suffered a stroke and heart attack! I needed to be able to immediately put my hands on her medical records, which included all medications she was taking. My mother didn’t have any system in place that I could refer to, and due to her stroke, she wasn’t able to communicate to me where I could find all of that information. More on this later.   

The Medical Organizer Kit is designed to solve that problem, and it certainly did for us. This kit is a ready-made system and 3-ring binder with dividers where you can store everything relating to your medical needs and bills, in order to keep this important information at your fingertips. 

When my mother suffered her heart attack and stroke (simultaneously), our world changed that day. As the only child living close to my mother (and also a single parent of two children), it became my role to coordinate everything related to her sudden illness ~ from Dr. appointments, multiple medications, referrals, tests, treatment, rehab. therapy, diagnoses, and more. The amount of new information that was coming at me daily was difficult to wrap your arms around. If you’ve ever experienced a sudden or serious illness with a child, parent or yourself, you know what I’m talking about.

Fortunately, I remembered the new Medical Organizer system that I had recently added to my Simplified Home e-store ~ I now had a reason to use it personally. I immediately tore open this Kit and began organizing all of my mother’s medical information in the binder by the categories it provides. There was a place for everything including a notepad for taking notes at each Doctor appointment and therapy, and sections for storing business cards. For the next six months during my mother’s slow recovery, her Medical Organizer binder became the “go-to” place for all of the medical information we needed at our fingertips on a daily basis. The Medical Organizer went with us to every therapy, doctor’s appointment and test. I felt in control again and felt gratified that I was able to provide the support my mother needed.

As my mother continued to recover and her memory became more reliable to her, the Medical Organizer was a God-send for her to track the history from the date of her stroke. She felt in control by having all of her medical history at her fingertips as she continued her therapy throughout this past year.

The moral of the story is to be proactive now for the inevitiable emergency. It will be critically important to be organized and in control during a situation that is really out of your control. Having The Medical Organizer kit at my fingertips helped me feel in control, so I could be there fully for my mother’s needs.

In case you’re wondering … by the grace of God, my mother has returned to 95% of her old life, feeling a renewed sense of gratitude and appreciation for life. As am I and all those who love her.

Originally posted 2009-01-14 12:22:44. Republished by Blog Post Promoter

10 Tips For Keeping Your Office Files Organized

Keeping an organized office is an ongoing process, especially as you complete projects, work on new projects and keep up with all the ins and outs of additional daily jobs. Filing is a huge part of most businesses, and the need for filing. If you set up an organized system, updated forms and keep up with archiving as needed, your work will flow more efficiently. Daily work means a never-ending cycle, so an organized office is a great place to start.

Filing is a big part of most any office, whether it be a medical, insurance, daily correspondence, ongoing projects, accounting, personal, fax copies, incoming mail, research items, reference lists and a multitude of other needed items-all dependent on the need of the office.

Here are some tips to keep your office organized:

1. Develop a consistent naming system for electronic copies so you or anyone in your absence can easily locate files, as needed.

2. Name your documents, spread sheets and presentations something easy to recall for immediate and future reference, and save them in folders with like documents.

3. Keep a folder for current projects in a convenient place, like in a desktop file box, somewhere you’re able to check it daily.

4. Keep a cabinet within reach and set aside time daily for filing anything you need in a hard copy form.

5. Label notebooks, shelves and cabinets so you can quickly and easily access important resources.

6. Maintain a master index, a key to all your computer documents that allows quick access in locating needed files.

7. Purge documents on a regular basis, so information is current and easy to find.

8. Dispose of duplicate information, keeping the final copies only, allowing for room to accommodate new work and projects to be filed.

9. Follow retention guidelines so you’ll know how long to keep each file.

10. Date papers so you can quickly determine if they are outdated-keeping the newest/most recent dated pages on top.

These tips can help you keep an organized filing system, both hard copies and electronic formats. With the multitude of paper created by everyone today, it’s best to switch over to an electronic system as much as possible. This will both eliminate the excessive need for physical space, as well as help the environment with eliminating over use of paper. When possible recycle purged files to help the environment. And the best part for everyone is less paper equals less hassle equals less stress, and the ability to be more efficient overall.

Article Source: http://EzineArticles.com/?expert=Mandye_Mason

Originally posted 2011-03-05 17:41:09. Republished by Blog Post Promoter

Organize Home Maintenance Records

When it comes to taking care of your biggest investment ~ your home, there are a lot of things that you need to manage and keep organized. In most households, these tidbits of information are spread out throughout the home ~ instruction manuals and receipts stuffed in a drawer, paint numbers on the top of a paint can in the garage. Does that sound familiar? With home maintenance and repair, it is important to be organized and current on everything that you have done to your house. It is easy to lose track of all of the home repair projects that need to be done and when.

 

Another item that is easy to lose track of are all of the home improvements and repairs you have made to your home over the years. Home improvements need to be considered when you sell your home for calculating the sales price and then for calculating capital gains after the sale. So where do you go to store and then easily find these important records about your home?

 

To keep your house in tip-top shape, you need an organized system and home where this information lives for easy reference and retrival. I found a product titled the Home Maintenance Organizer that I now offer in The Simplified Home e-store (www.TheSimplifiedHome.net) and to my local clients. This home record organizing system provides a solution to, and a home for, all the home repair/maintenance clutter. The Home Maintenance Organizer is a binder where you can record and store all of the important information about your house, like window sizes, room dimensions, when you last had the furnace or refrigerator serviced, paint colors, and much more. This system also comes with an essential set of guidelines that will tell you what home repairs should be done and when.

 

The binder also has storage for ongoing projects that are happening around the house as well as places for important documents. The binder is an easy to carry with you system when shopping for window treatments, appliances, etc.

 

Another system to use for vital and archived home records, like home deed, mortgage, home title, etc. is our HomeFile Financial Planning Organizer Kit that is used in a file cabinet or filing box. This is a ready-made home filing system to hold all your vital personal and home records, most of which that you need to keep, but don’t need to access often.

 

 

Both these ready-made organizational systems solve the clutter problem of how and where to keep home maintenance records and will and make sure your biggest investment is always taken care of.

Originally posted 2009-02-07 13:23:47. Republished by Blog Post Promoter

Angie’s List Article about Janet ~ Resolve to Rid Yourself of Clutter to Expand Use of Valuable Space

The following is an article written by Angie Hicks, founder of Angie’s List, where I was interviewed. The article appeared in the Indianapolis Star, Home and Garden section on 12/26/09. I’m reprinting the article on my blog for the great tips it offers.

Find reliable contractors and doctors when you join Angie’s List today –
Use promo code LOCAL to save 15%.

********************

By Angie Hicks (Founder of Angie’s List)

About this time each year, professional organizer Janet Nusbaum sees an uptick in business. “Folks start to set new goals for the year, and getting organized is always in the top 10,” said Nusbaum. Owner of Simplified Spaces in Carmel. “They have an influx of new stuff that comes in during the holiday. Often, when I get the call, they’re feeling very overwhelmed, and they’re reaching out for some solutions.

The new year represents a fresh start and a chance to purge the old, unnecessary items in your life to free up valuable space and reduce clutter. Organizing a home office, garage or basement can be a family project that you do yourself or one in which you hire a professional like Nusbaum.

“The first step is to define what the purpose is of that space,” Nusbaum said. “If you see conflicting stuff there that doesn’t meet the purpose of that space, it needs to leave, pose of that space, it needs to leave, so all you have in that space are things that meet your vision for what you want to do (there).”

Some other things to consider before beginning a reorganization project:

• Make a list of the tasks you want to accomplish and prioritize by putting the tasks most important to you at the top of the list.
• Start small and allot an hour or two dedicated to one area to avoid becoming overwhelmed.
• Buy to replace, not to add.
• If it doesn’t fit or it’s out of fashion, donate it. If you’re reorganizing your wardrobe closet, hang pants long ways, rather than fold, which takes up twice the space. Use stacking hangers that can hold multiple garments. Organize your closets by color or by type.
• Keep only what is necessary to accommodate your family’s needs. Keep in mind that round containers take up more space than square containers.
• Purchase several large plastic storage bins with lids. Organize items according to their use and label the bins accordingly.

Nusbaum also recommends storing items closest to their point of use. “If your coffee maker is on the kitchen counter, it’s more efficient to store everything relating to making that cup of coffee right together,” she said. It saves you steps.”

Carmel resident and a Simplified Spaces client, Julie Bowen, is a self-proclaimed “neat freak” who has hired Janet to organize her home, garage and basement. Organizers can also help organize bills and other paperwork that often gets lost in the shuffle.

Bowen keeps systems in place so she, her husband and two children know where to find things when they need to put up and where they are when they need to use them.

“Our home is easier to maintain because everything has a home, Bowen said.

Fritz Klooz, owner of Innovative Garages in Avon said his company can maximize garage space with overhead storage, cabinets and grid wall systems and pulley systems.  “The idea is to get everything up off the floor of the garage so you can power wash your garage or sweep your floor a lot easier, Klooz said.

You don’t have to throw away and create additional waste when you purge. An environmentally savvy organizer will look to recycle whenever possible. Also, donations to authorized charities can be used as a tax deduction.

Angie Hicks is an Indianapolis resident and founder of Angie’s List, a national provider of consumer ratings in more than 500 categories of service.

(Because they wrote this great article about my business, I’m returning the favor by passing on their 15% coupon code)

Find reliable contractors and doctors when you join Angie’s List today – Use promo code LOCAL to save 15%.

Originally posted 2010-05-07 12:26:54. Republished by Blog Post Promoter

Increase Your Productivity: Institute Quiet Time

I had to pass on this post by Karyn Greenstreet, whose blog I follow. It’s a must read for any at work at home entrepreneur.

Are you getting everything done on your To Do list?

No?

Join the crowd.

More and more self-employed entrepreneurs are complaining that email, phone calls and their beeping and buzzing BlackBerry are constantly causing interruptions, increasing stress and reducing productivity.

These constant interruptions are costing you productivity — and ultimately income.

In my blog post Choose One Task for 2010, I talk about the myth of multitasking. Talking on the phone and answering emails at the same time decreases your overall productivity. So does answering emails while you’re trying to focus on an important project or task. It causes twice the number of errors when you multitask or allow interruptions to your task.

By allowing all these interruptions, you are losing TWO hours a day of productive time.

The Solution

Many large corporations like Intel, IBM, and Deloitte & Touche are instituting something called Quiet Time: a block of time in which you cannot send or read emails, and may not make or receive phone calls (unless they are related to the specific project you’re working on).

I started to do this last year:

* Core Productivity times are 9AM – 2:30 PM. All client calls and project work are done during these hours.
* Every Friday was “class design and book writing day.” No client or prospect appointments, no emails from 9:00 – 2:30, no phone calls at all.
* Emails are handled twice a day – 8:00 and 2:30.
* Each day, return phone calls are handled after 2:30 PM (which is great because of the time zone differences between East and West coast).
* When I really, really needed to work on a project in a deeply focused way, I’d bring my laptop to the lake, park or library, taking my work to a quiet environment without possible distractions.

My Results

In a 12-month period, I designed and launched THREE new classes (including a 9-week class which was a whopper to design), wrote one new ebook, designed two new websites, and overall had a much happier and more satisfied lifestyle and work environment. Awesome!

Lest you think that you will be less productive in getting through your emails and phone calls if you institute Quiet Time in your business, think again. Having fixed times each day for email and phone calls increases your productivity, actually reducing the amount of time you spend on emails and phone calls. (I found I could get through 30-40 emails in a solid, planned hour, which would have taken me two hours if I had answered them in a scattered fashion throughout the day.)

If you are frustrated because you’re not accomplishing your projects and tasks, you need to schedule Quiet Time into each day. You will be happier and feel more fulfilled by your work if you do.

Learn more from Karyn Greenstreet here:  Self-Employed  Success

Originally posted 2010-04-26 09:01:42. Republished by Blog Post Promoter

How to Set-up a System to Keep Important Life Documents in One Place

How many times have you torn apart your house trying to find an important document? Often times these documents contain important pieces of your life that need to be in easy access, especially in an emergency. For most people organizing the documents and items that make up our lives is not a priority until there is a crisis. Then most will search frantically for the needed information only to waste time and increase stress.  Take it from a Professional Organizer who has worked with hundreds of clients who put this uneccessary stress upon themselves because they haven’t been proactive to design a system or were not aware that there are ready-made products available that will solve these paper clutter issues. Before the next crisis, set up a system to keep all your important documents in one place.

Ahh … imagine the relief of immediately finding any piece of needed information in the exact location you expect it to be.  I searched and found a couple of great products/solutions that solve just this dillema for my clients. Each serve as a central repository for important life and family documents, designed to be kept in easy access.

LIFE.doc  is a ready-made binder by Buttoned Up to keep all of the critical information of your life together. Life.doc has eight tabbed sections designed to organize all of the pieces of information that are needed for most people to keep one’s personal life in control.

These eight sections that encompass the most critical areas of life are:

• family basics
• in sickness & in health
• insurance
• dollars & sense
• legal ease
• caregiver information
• home sweet home
• emergency plan

It also comes with an accompanying CD-ROM with interactive forms that work with Microsoft Word (PC or MAC) making it easy to complete forms digitally and save them to a computer.

This comprehensive and bright red sturdy binder composed of 120 pages of straightforward forms for easy access are a roadmap that make it painless to get organized.  Life.doc will give you and your family the peace of mind that whatever information that you may need will be easy to find. This is the way to make sure that your house stays in one piece the next time that you need to find a piece of your personal information.

The VALUABLES.doc is another way that you can keep the things that you need in your life in one place and inventoried. This is a complete kit that will make it easy for you to catalog and keep track of all of your belongings.

• Valuables.doc binder by Buttoned Up includes:
  Eight tabbed sections for you to record all of your valuables room-by-room
• Jewelry
• Collectibles
• Family/living room
• Kitchen
• Dining room
• Bedrooms
• Basement
• Other

So, if and when disaster may strike in your life, (remember Hurricane Katrina?) you will have the necessary documentation to recoup the loss of many of the valuable keepsakes in your life.

POCKET.doc

The Pocket.doc provides simple to fill out forms that easily fit into a wallet, purse or backpack. So you have critical emergency, medical, and contact information when and where you need it.

The Pocket.doc by Buttoned Up includes:
Three sections to ensure that you have your emergency plan, medical information and important phone numbers when you need it. What’s great about this little record book is that it is the size of a credit card and easily fits in wallets, backpacks, glove compartments and briefcases.

Perfect for busy families on the go.

Each of these products would make a practical gift for your loved ones.

Visit The Simplified Home to learn more and to purchase.

Originally posted 2009-10-22 16:18:22. Republished by Blog Post Promoter

How Secure Are Your Documents After Going Paperless?

As I catch up after a great BLOGMANIA event for the past 2 days, I found this great article about what to consider as you transition to going paperless. I started doing this more than a year ago when I went to all on-line bill-paying, on-line bank statement and more. What a time saver not having to open, sort, pay and store bills manually. And I can easily print a list of all bills paid daily, weekly, monthly and annually (for taxes). And I have set up on-line alerts with my bank that sends me an e-mail to show deposits and items paid in my account daily! Automating personal finances just makes sense! So here’s the article to give you things to consider when going paperless. Enjoy!

So you’ve taken the plunge and gone paperless. Excellent decision!

Now that you have your documents in beautifully scanned and searchable PDF files, have you stopped to consider how safe and secure they are?

Having your documents backed up and protected is more important than ever once you go paperless, but the good news is there are easy things you can do to make your digital files even more safe and secure than the paper ones that once clogged up your filing cabinets.

Are Your Documents Backed Up?

It is said that there are two types of hard drives: those that have failed and those that will. I believe it.

The absolute first thing that you need to do, if you haven’t already, is set up an automated backup routine for your documents. This is critical!

Luckily for you, this is very easy to do. Both Mac OSX (Time Machine) and Windows 7 (Backup And Restore) come with scheduled backup software.

At the very least, go down to your local big box store or online retailer and pick up a 1 or 2 Terabyte external hard drive. Plug it in, configure the built-in software, and you are good to go. Your documents are backed up.

If you want to be even more secure, pick up something like a Drobo or other RAID-like device that will keep your files replicated on its’ multiple hard drives.

Are Your Documents Offsite?

Having your documents backed up in your home or office is a great first step, but what happens if you have a fire, flood, or theft?

It’s important to have your filed stored somewhere offsite as well.

This can be as simple as regularly burning a CD or DVD, using a file syncing service like Dropbox, or even better use an online backup service such as Mozy or Carbonite. That way even if something happens to your home or office, your documents are safe “in the cloud”.

Are Your Documents Encrypted?

If you have your laptop stolen, you have a problem. If you have your laptop stolen with all your personal information on it, you now have two problems.

One solution is to encrypt your documents on your hard drive. There are many ways and programs you can use to do this, but two free ways are to use TrueCrypt on Windows and to create an encrypted sparsebundle on Mac OSX.

Once your documents are encrypted, even if someone steals your laptop or hard drive, they’ll still need to know your secret passphrase to view your personal information.

In summary, going paperless is dangerous if you don’t take some steps to make your documents safe and secure. Fortunately, these steps are easy and, in many cases, free. Be safe out there!

Brooks Duncan runs DocumentSnap, a website devoted to how to go paperless. He helps people unclutter and de-stress by turning their piles of paper into an organized electronic system.Article Source: http://EzineArticles.com/?expert=Brooks_Duncan

Originally posted 2010-09-17 11:35:44. Republished by Blog Post Promoter

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