Download - Unstuff Your Life Week 4: Paper Management
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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
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Where Paper Comes From
Mailbox
Printer
Children
Work
Salespeople
Extended Family
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Recommended
Files
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File for Convenience• Action Files• Family Management • Home Management • Incoming Funds • Outgoing Funds • Long-term Storage.
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Color Coding
Color coding helps you see at glance what you are working with.
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Examples of Color CodingJennifer DecorativeLuke BlueAndrew PurpleDevyn GreenChandler OrangePets PinkIncoming YellowOutgoing Brown Action Red
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Family Management Files
All families generate paper with many documents being very important…or not.
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Each Family Member Should Have the
Following Files
Vitals
Education
Professional
Medical
Medications
Dental/Vision
Sentimental
Spiritual
Photographs
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Vital Files Birth records
Shot records
Military records
Death certificates
Power of Attorney
Adoption Records
Marriage License
Social Security Cards
Passports
Wills
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Education FilesDiplomas
Recognitions
Report Cards
Transcripts
Scholarships
Correspondence
Sorority and Fraternity Documentation
504 or Similar Programs
Test Results
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Professional Files
Current Resume
Continuing Education Credits
Professional Accreditations
Recommendations
Certifications
Contracts
Reviews
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Medical Files
Records of Medical Conditions
Medical Reports by Physicians
Medical Records
Allergy Reports
Care instructions
Correspondence
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Dental & Vision
Files
rnet
Dental Visit HistoryCopies of Dental X-rays Copies of Dental PlanCopies of Lens PrescriptionsDate of last eye examSpecial conditions
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Sentimental Items
LettersGreeting CardsObituaries of Loved OnesArtwork from ChildrenPaper MementosNewspaper Clippings
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Spiritual Items LettersGreeting CardsObituaries of Loved OnesArtwork from ChildrenPaper MementosNewspaper Clippings
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Photographs
Only include professional photographs
Only include 8x10 or 5x7
School portraits
This is only a holding place
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Action Files
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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
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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
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Where would you put Action Files on this desk?
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Where would you put Action Files on this desk?
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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
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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
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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.
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Outgoing Payments
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Monthly Files
Store EVERYTHING you pay during the month in that months folder.
This is also a great place to keep receipts for gifts.
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Alphabet Files
Agreements and service contracts
Reward card documentation
Letters from businesses
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Project FilesResearch
Claims
Remodels
Medical Procedures
Disputes
Home purchase
Anything that generates paper
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Financial Files
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Financial Files
KeepTax Returns
Quarterly Investment StatementsCredit Card Statements
Donation ReceiptsLarge purchase receipts
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Financial Files
Do Not KeepBank Statements – if using online banking
Monthly Investment Statements Investment Trade Statements
Check CarbonsCheck Stubs from Last Year
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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
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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
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Paying BillsPay your bills as soon as possible – refrain from waiting until the due date.
Keep payment confirmations in your Monthly folders.
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Types of MailInvoices
Statements
Invitations
Correspondence
Reminders
Magazines
Catalogs
Solicitations
Lots of
JUNK
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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
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Mail Misconceptions
Your name and address are public knowledge. Only shred items with your name AND an account number.
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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.
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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.
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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.
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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.
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Mail MaladiesIf the mail belongs to someone else, you have two choices: process it with the others or pass it on.
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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.
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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.
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Other Paper
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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.
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Long Term StorageKeep tax returns for 7 years
Current insurance policies
Deeds & Titles
Estate documents
Genealogy and family documents
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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.
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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.
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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.
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When Class is Over…
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Accessing Slide Share
www.slideshare.net/JenniferSnyder3