Orderly Places by Mary Frances Ballard

Author:Mary Frances Ballard
Language: eng
Format: epub
Publisher: Morgan James Publishing

Sample Incoming Paper File Box

Sorting the Saved Incoming Papers

With your sorting box located conveniently, make a decision about each piece of paper that comes into the house.

• The Bills to Pay folder is self explanatory. Any statements coming in are left there until it is time to make the payments. Then the folder can be emptied and the bills paid. You never have to worry about lost bills again.

• The Respond/Do folder is used for notices of upcoming events, invitations to weddings or parties, reminders to schedule appointments or notes for tasks you need to do. This file should be opened everyday. Once the event has been put on the calendar, the appointment is made and recorded, the party attendance confirmed, etc. those papers can be disposed. If they contain travel directions or other pertinent information, they can be saved until the event has passed or the activity accomplished.

• The “To File” folder should be very temporary. It holds items that need to be filed in a reference or permanent file cabinet. This might include the renewed auto insurance policy, correspondence from an accountant or attorney, etc. To prevent them from getting lost in a stack, file them with the incoming papers and purge that file on schedule.

• The Read folder can contain articles, newsletters or correspondence you will want to read later on. Do not take the time to do this while you are sorting. After reading the material, make a decision as to whether you want to file it more permanently or dispose of it. Most information based articles can be found online.

• The Receipts folder can hold any receipts you bring in the house from purchases. They are in a safe place with easy access if you need to verify a credit card statement or return an item for refund or exchange. Once its usefulness is no longer valid, destroy it. If you have eaten the food and did not get sick or have worn the dress 10 times, you no longer have a reason to save those receipts.

I understand that some states require receipts for validation of sales tax deductions on income taxes. For those clients I recommend scanning the receipts with any computer software. Neat Receipts is a software application designed specifically for this. It is also useful when receipts are needed for other accounting applications.

Many receipts are now printed on thermal paper and the information fades over time. This makes it even more important to have a place to put them until they can be processed for permanent storage.

• The Coupons folder would contain any coupons arriving at the house. We have already discussed the coupon issue and having a temporary file for those can make the sorting and saving process easier. They will not be mixed in with other papers and can be retrieved when needed…

• Folders for specific activities and persons in the family are self explanatory, too. You will know when to add more categories and what to put in them as the need arises.

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