Documents sort store. Bring order in your personal documents askelly is not a difficult task exactly, but for some people, it may seem daunting and so boring. This is an essential exercise if you want to regain some control of your documents. By the way, did you know an US study estimates that employees and managers lose up between to 6-8 weeks a year to look for objects and documents in their office, or 20 minutes a day!
There is a very simple way to begin this exercise is to start by organizing the recent papers and then, when you have created your system, you can integrate the papers there (or boxes of paper) less recent. We organize this before organizing the past. So in this way, we stop the accumulation process by creating a system that will allow us to have a place to store our documents as they enter the house.
The first things to know are:
-The types of documents you need to keep
-How long to keep the
-How to organize
Step 1: Understanding and consolidate the types of documents
Here are usually the types of documents that can be found in a home filing system:
~Personal and family archives such as: passport, birth, diplomas, near death certificate, marriage or divorce, wills and mandates.
~Statements and other monthly expenses.
~Working Archives: pay stubs, tax, employment contracts, etc.
~Acts and deeds, contract to purchase the vehicle and certificates of authenticity jewelry or art.
~Insurance policies, investment advice.
~Financial records as statements of bank accounts, uncashed checks, proper placement.
~Instruction manuals and warranties.
To find and classify these documents, here's how to do it
1. Make a tour of the house and are grouped in one place (ideally a basket or box) the piles of paperwork lying around.
2. Move to a place where you will not be disturbed ex. : Dining room table.
3. It unfolds all documents carefully to avoid damaging them.
4. Make piles of documents, classified by types of materials and suppliers for monthly expenses.
5. There are papers which can not be classified because they have not yet been processed.
6. It separates and brings together the stock to do, example; reading, liabilities, etc. You will treat later.
Step 2: Wanna keep and wanna throw away?
The following information is very good relevant if you are self employed, because in that case you need to keep the evidence concerning taxes for 6 full years.
You can get rid adequately (shredding) the following documents:
-After 6 months
Invoices appliances repairs
-After 1 year
Books and bank statements
-After 3 years
Electricity bills, fuel oil and natural gas
Received from municipal taxes
-After 3 to 6 years
Invoices service and health care: glasses, healthy checking dentures etc.
Professional fees Notes: lawyer, solicitor, accountant, etc.
-After 6 years:
Tax returns and related documents
1. ATM receipts: up updating our booklet or receiving our monthly statement.
2. Account statements for credit card purchases: until full payment of the good or service for the duration of the warranty.
3. Lease: at least for the duration of its validity or until the resolution of a conflict if there is a dispute. Keep the original copy of the lease that stipulates the conditions to be met.
4. Proof of purchase, warranty or household electrical appliances, furniture or other important assets: as long as you own it.
5. Certificates specific guarantees: ex. tires, glasses, rust, etc. The duration of the warranty.
6. Vehicle purchase agreement: as long as you own it.
7. Vehicle insurance: the term of the insurance policy.
8. Vehicle repair bills, keep as long as you own it.
Keep all life
1. Diplomas and certificates of study.
2. The investments, term deposit certificates, retirement savings, savings bonds: as long as they are not traded because they represent a receipt.
3. Contract of sale of a house or land, and all renovation documents relating thereto.
Source: National Archives of Quebec Canada
Step 3: Create a good system
For this system to work, it must be installed in an easily accessible place without irritating, ex. If you pay your bills on the floor and the workbook is located in the basement, there is little chance that you regularly classiez your documents. Your system will be more user friendly the more you'll want to use it.
Provide the necessary equipment:
- A good workbook, ideally drawers, but varied format is two to four drawers, vertical or horizontal. Avoid cardboard boxes accordion that are difficult to keep open while one performs the ranking. Hanging chains or shirts.
-The tabs or labels to identify sectors or your shirts.
Repeat stacks of documents that you have stored and identify them by giving them a title, ideally the provider name. This will be the title for each sector of your filing system.
1. Use chains suspended legal size, it leaves more room for maneuver.
2. Affix labels clearly identified.
3. Indicate on the sector of expiration dates (after which time you can get rid of it).
4. Place your chains paperwork piles by classifying the latest on top.
5. Sort your channels alphabetically in your workbook.
For proof of purchase, guarantees appliances or electrical appliances, furniture or other important assets: Keep the manual and write the serial number on the back of invoices for claims, repair, loss or theft. Staple order thereon.
If this sector becomes too large, you can keep them in a binder with laminated covers, categorized and then alphabetically.
Tips for improving its ranking system
1. Create a reference index ie d. a list of all titles. It will allow you to avoid duplicates.
2. Do not use abbreviations for your records strange titles, you should recognize the content immediately to his reading.
3. Avoid paper clips in courses, because they can fall. Staple your documents instead.
Align your labels on the front of the die to a quicker glance, do not zigzag.
4. Avoid the category "Other" which means nothing ... If the information is not important enough to have its own industry, it may be that it belongs to another category or is superfluous .
5. Some documents are in electronic format, make a backup on a USB key or DVD and keep them in a proper place.
Always remember to keep a copy for your actions and deeds for back up, contract to purchase the vehicle or certificates of authenticity jewelry or art, your will, money orders, insurance policies and inventory of your possessions in a safe place like a fireproof safe or bank. Good organization! Thank you.
Author Roxanne Saulnier