So now that the taxes are done (well, OUR taxes are done…are yours?) I find myself overrun with paperwork. You know, all the files you’ve been filling for the past year? They’re all full. Your filing cabinet is full. And now you’re throwing 2014 in with 2013 and everything needs to be reorganized…but where are you going to put all those extra papers?
Allow me to make a suggestion: invest in a good scanner!
It’s really as simple as that! This time of the year, I take our files (one at a time, so I don’t get overwhelmed) and I scan them all digitally onto an external drive. They’re added to the rest of the years of files I’ve done the exact same thing with. All nice and organized, right where I can find them.
This makes future endeavors much easier, believe me. For instance:
Last week it suddenly dawned on me: Oh my goodness, I think we’re behind on the immunizations for the cat! (Which really isn’t good, since she gave my hubby a pretty nasty bite a couple weeks ago…LONG story…not really the cat’s fault…**SIGH**) Anyways, I was already on the computer, and in about 2 minutes flat I had located her medical files and called the clinic to schedule her an appointment for shots. (She’s gonna be SO ticked.)
But the point is, I didn’t have to stop what I was doing, go dig through the filing cabinet, search for her folder and then find the paperwork I was looking for. It was all right there on my drive. I had named, filed, categorized and cross-categorized the digital files, so all I had to do was a quick search. Document found and opened in just seconds!
Sure, it takes a little bit of work at the beginning of the year to scan, but it’s totally worth it in the end! Oh, two more tips:
1. BACK UP WHATEVER DRIVE YOU’RE SCANNING TO. You don’t want to lose any valuable documents!
2. SHRED ALL THE DOCUMENTS AFTER YOU FINISH SCANNING THEM. No need to have any identity theft to deal with!
So what about you? How do YOU manage your paperwork during this season?
You are so smart. I should totally do this with the boys work from school. I literally have folders and folders of their papers because I can’t bring myself to throw them away.
Oh, yes! This is a fantastic system for that kind of stuff!
I have folders but this scanning business is such a much better idea. Don’t know why I didn’t think of that. I have papers everywhere and it can be a mess at times looking for stuff. I’ll have to invest a good one as you mentioned. I’ve seen one on TV a few times, can’t remember what it was now but I’ll be sure to pay attention next time.
Yes, mine was actually several hundred dollars, but it’s invaluable, honestly. And it’s lasting quite well. A good investment!
Such a great idea! Cab’t believe I didn’t think of it (well, actually I can!). I’m not sure I’m brave enough to shred all the tax papers, but other less sensitive stuff (we have cats too :)), that would be so easy…and I already have a scanner! Thanks, I’m gonna get to work on this!!
Oh, I keep all the tax stuff in hard copy for seven years as recommended. But that’s a small amount of papers in comparison to if I didn’t scan everything else LOL
This is a great idea! Especially since my garage is overrun with ghosts of paperwork past! Thanks!
Oh dear LOL
Lucky, we just moved and my tax documentation is in a box somewhere I hope. I think we are going to have to file an extension this year because I do not see us making the deadline. Once we do get them done though, I will be scanning and shredding. I hope to keep a better digital track this year so we do not go through this again.
Well, thank goodness for extensions, then! 🙂
Nicola,
What helpful advice! As a writer, I am constantly overrun by papers, critiques of my work and I can’t bring myself to throw anything away, so if I can scan my official paperwork onto an external drive, maybe I’ll get a handle on things. I’m going to ask my friend if she’ll help me with this. Thank you for this wonderful advice!
Amy
I hope it helps, Amy!
I adore the picture with your kitty in the basket- so cute! Paper clutter is the enemy- I really do need to invest in a scanner!
HA! That’s the favorite place for her to hide…whenever it’s empty (which is rare!)
This is one of my goals for 2014. It will be a big job, but I’ll do it the same way I would eat an elephant (if I wanted to eat one, which I do not). The cat picture makes the entire article.
Little bit at a time! It’ll be done before you know it! And thanks for the kudos on the kitty pic – that’s our CoCo 🙂
Your Coco looks fun! I <3 kitties!
Yes! A good scanner is a must! I am one who hates paper clutter, so getting it all scanned into my computer definitely saves me a headache later!
Agreed!
Great tip! I have a scanner but don’t use it to its fullest! And YES we have sent off our taxes!! We are just eagerly waiting for the return money to be put in our account!!!
Us too!!! It’s a good feeling, huh?
thanks for the great tip. I am sometimes buried in paperwork. This oughta help
I hope so!
Thank goodness my Hubs finished our taxes, and I let him worry about the paper work. But I am going to email him all these great tips.
I hope he likes them!
Great tip!! I love having less paper & no filing… love the kitty pic – adorable!! 🙂 ~Renee
Aw, thanks 🙂 That’s our CoCo in her favorite hiding spot 🙂
You’re a smart girl! And using the external hard drive is awesome. Anyone who has ever lived through a hard drive crash would know! Good advice!! Love your kitty in the basket 🙂
Yes, multiple crashes here LOL Hopefully I’m all set! And that’s CoCo’s favorite place to hide (whenever it’s empty…which is pretty rare LOL)
Yes, our taxes are finished!!! Feels good! =) I love the idea of scanning everything. It makes so much sense! We also have an external hard drive which we keep everything important on. I am terrified of my computer crashing and losing all of our pictures and other important things!!!
Just make sure you back up that external hard drive, too! (I learned the hard way on that one!)
What a smart idea I should definitely do this for sure. As of now I have a filing cabinet with everything in it.
Me too…but it seems to get filled up quickly LOL
Good idea! And yes my taxes are done, I submitted them on April 14th! That’s how we are funding that patio building in the backyard. 🙂
Good work!
ok, laying in bed not feeling well and realized I said April 14! NOT it was Jan 30th, strange how the brain works sometimes! I just had to tell you so you didn’t think I was crazy!! 🙂
What a brilliant Idea! I hate hunting for paperwork! But having it all on my computer would make it so much easier.
It really helps me out a LOT!
I never thought to make a backup! What a great idea.
Oh yes, that way if one crashes, you’re still safe!
I totally need you to make sense of the chaos I have going on over here. That’s a brilliant idea to do this though.
HA! I don’t know, I might throw out things you need LOL
I keep papers all over the place until they overwhelm me, then I throw them out. So disorganized, but scared to toss them until they get annoying. Your way is much better.
Well, this way you don’t really have to throw anything away – you’ll always have those digital copies!
I suck at managing paper work so I get the hubby to do it. As far as our taxes, we still haven’t done them yet =/
I WISH my hubby was good with paperwork. Funny, he does our budget and manages the day-to-day stuff beautifully! But that’s about it LOL
Mine are all dumped in a big bin……..Just a few weeks ago, I went and organized them all! I now have them in smaller bins by type. But I was hoping to find some kind of other workable system. I love your system..it makes a lot of sense. Maybe I should try this. What about the loads of mail you receive? How do you control that? BTW: love the cat story..too funny!
Ah, the mail. My goal is to take action on the mail on a daily basis. If I don’t make it on a daily basis then I need to do it once a week. Right now I’ve got about 3 days worth of mail to take action on 🙁
I easily manage my paperwork by handing it to my husband! He is the organizer in our house lol!
Oh, that’s good LOL My hubby has one drawer that everything gets thrown in…that doesn’t work for me LOL
I usually let my husband manage our paperwork because he thinks he is a great filer/organizer, but we lose important papers all the time! I definitely need to start e-filing a lot of stuff.
LOL I feel ya!
I keep the important ones in a file folder and then get a new one for the new year. We really do.’t term to have that much paper work to keep. Or I just do.’t keep things I should be keeping.
Oh, I wish we didn’t have so much! I think we have so much because I itemize everything for my business – lots more work all the way around!
I’ve said this year I am going to be better at keeping track of paper work and keeping everything in one place – so far so good (though not that far in lol) x
You can do it!!!
All I heard from this post was “This cat is awesome.” Seriously, look at that cat. Awesome. I want one.
And thanks for the great tax tips, as always.
HA! She is pretty awesome 🙂 We rescued her when she was 4 weeks old, bottle-fed her for another month, taught her to eat, etc. She has so much personality! And her favorite treat is green beans 🙂
I’m preparing to do our taxes and can’t wait until they are done. I also need to find a system for filing all of the important papers.
I always feel like I have this dark cloud over me until I get the taxes done LOL
I completely agree. I’ve been meaning to do it for 2 years now. But I just haven’t found the time to tackle all the years of paperwork.
I know, it can get overwhelming for sure. One file at a time!
Wow, is it tax time already? We have to do them for 2 countries this year. EEK.
Oh my goodness! I wouldn’t know where to start!
Oh how I’d love a good scanner. I have one at work and it’s so valuable for so many reasons. Did you do any research on scanners before purchasing? I’m curious what brand you use at home, it sounds like you’re happy with your choice. Would love to have your recommendation 🙂 (a future post maybe ?). I am a clutter bug but LOVE my electronic gadgets.. this would help me cut back quite a bit on the piles of paper I am always rifling through!
Kim, I use a Fujitsu ScanSnap S510. LOVE it!
I hate managing paperwork. I recently read about a great program or app and I think I am headed to doing it that way. Scanning and filing and making sure it is backed up. Sounds like the best way to do it in the long run.
I sure hope it is…I put a lot of effort into it LOL
I really need to just get a good scanner. We have a printer/scanner, but it’s in my mom’s office (she lives with me). Not very convenient! Supposedly my computer can use its camera to scan documents, but I haven’t quite figured that out yet.
Yeah, I have a printer-scanner, too…I don’t love that one as much as I love my actual scanner.
Scanning important documents is a super idea! I really appreciate that tip..and the adorable photo of your cat-in-the-basket!
Oh, ha! She enjoys having her picture taken 🙂 (I think it’s really the lights that blink on my camera, but I like to think she enjoys the photo itself LOL)
What neat organizing tips! I’m still waiting for my husband to finish out taxes. I already submitted to him my files needed. What a cute kitty 🙂
Thanks 🙂 She’s a sweetie!
Thank you so much for sharing these tips. I am totally going to talk to my husband about investing in a scanner and a shredder.
You’ll love it! (So will he!) 🙂
I usually scan and then file away paperwork. I dont like clutter but I have a hard time getting rid of paperwork. I like to keep it just in case.
That’s good! I just run out of space to keep it LOL
I hate tax season. I should take some advice from you. My scanner will be put to good use now.
It’s not my favorite, either – that’s why I like to get it all over with!
Scanning your paperwork is definitely a great idea! I’ve been using Shoeboxed and I’m absolutely loving it!
Oh, I’ve never heard of that, I will have to check it out!
Scanning is something I do a lot! It’s so easy!
Yes indeed!
Actually, I retain the paper receipts with a copy of the returns (federal and state) for a minimum of three year. Why? If you have ever been audited, then you know why The auditors ask for the original documents. Just before I put the tax stuff in the file, I remove the oldest years stuff and scan that to CD for storage, only retaining the CD-based copies. I keep copies of all of this on a CD with everything that was done in that year — especially for business returns and for returns that have capital gains items in them. I also use a scanner, but the original documents are retained until I know we are out from under the risk of an audit.
Sounds like a good system! (And to clarify, I keep all TAX documents for 7 years. I’m always scared we’re getting audited LOL)
LOVED the post! Investing in a good scanner can help anyone with their organization woes! Thanks for sharing (and good luck with the cat’s shots)!
HA! Thanks 🙂
That is a great idea for paper work. Looking at my desk right now can be quite overwhelming at times.
I know that feeling and I don’t like it!