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Organize Your Paperwork

Lesson 6 of 7

Backing-Up: Best Practices


Organize Your Paperwork

Lesson 6 of 7

Backing-Up: Best Practices


Lesson Info

Backing-Up: Best Practices

These days if we're going to be living a more paperless lifestyle it's going to be really important toe back all of this stuff up I had a issue really recently where I was looking for an email file folder and somehow it just got deleted I have no idea I had been in there in months it's and so I had recently signed up with a company called back blaze which is an on line or a cloud sort of storage place which backs up stuff automatically so I don't have to do anything I signed up I pay fifty bucks a year and they back up I don't have to do anything so when that happened I was like, oh my goodness but then I realized I remembered oh wait, I have back plays so I went in there found the file and re I guess downloaded it onto my desktop and all of the information was there so it really is a life saver too back stuff up if you were going to live a paperless lifestyle so productivity experts pretty much or an agreement all in on this how many copies do you think we need toe have backed up any ...

guesses two or three three three so three copies of anything you care about so um that's sort of the rule there three copies of anything you care about two copies are going to be different formats so if we have two copies it's going to be a version of maybe drop box and a cloud backup version that's doing something automatically, and then we one copy in case the house burns down, so something like, um, external hard drive, but it's stored in a safety deposit box somewhere that is not anywhere near your computer. Um, so you really want to be pretty diligent about things you really care about and things that really need to be backed up? And once you start going down this road, it's it's really easy the's days, you know, they make it super simple as long as you find a reputable company, so when you're checking out storage options, go with someone that's really reputable that's been around a while, do a little bit of research and see who other productivity experts are recommending again, somebody that's been around a long time. You're also going to want tio use a really password, especially if you're going to be storing the stuff online you're not going to want to use like your pet's name. Plus there you're born, you're going to want to get really sort of really complicated with your password, and then the other thing you can do is upload encrypted files, I'm not going to show you guys how to do this but it is something that is very easy to dio because people have different computers people working off of max pcs there's going to be different ways to do this but essentially say that I'm using ever note or google drive or some other place to store my files and my files have things like passwords they have I might have a copy of my passport, I might have, um, my social security number on some of the stuff I don't necessarily want to upload it straight to drop boxes that file because of someone were to get into drop boxes files, they have access to all of my information, so what you want to do is encrypted, and that way they wouldn't be able to get into that file because it's encrypted with software that is you can create it from your own computer. You don't need to download anything from the web to encrypted file it's a very easy procedure and you can find this information out just by googling it it's very, very easy. So how secure is the cloud? Different people will tell you different things. Most people will tell you it's not safe, which is for the most part true I mean hackers can get into anything it really is a personal day cision as faras what you feel comfortable with, I'm one of those people that I'm like I really have any sensitive I mean yes, I have social security numbers and all that stuff, but it's faras like what? I'm uploading it's nothing super fancy I don't really you know, if someone were to get into it, I'd be like, oh, well, it's happened, you know, I'm ok with that I think you have to come to the sort of decision on your own and it's a very personal one that being said, there are things you can do to make things safer in addition to the things we just talked about, there is something called two step verification, and this is something that every productivity expert plus security person would say absolutely you need to be enabling two steps security what two steps security is or two step verification is if a hacker were to get into your accounts, they've not only need your password and your log in information they'd also need your phone so they would need your phone because what two step verification does is when you log into your bank account, you would type in your password in your log in, but you'd also need to type in a code that they sent to your phone when you log in, so chances are they probably aren't gonna have your phone and your log in and your password so it's really a great way to keep things secure in the cloud. Um, there are plenty of sites now that air using this your bank probably has thiss um, anything from ever know to dropbox these companies have this, um, again, I have a list of things that are included in this class, which is a link to all of the sites that are currently accepting two step verification, so it might be a little bit of hassle, but it's definitely worth it to keep your stuff secure. Do you guys have any questions about this that includes something like back blaze or carbon? I do, you know, not off the top of my head. I'd have to look at that list, but my guess is yes, only because those companies sort of are in the business of six security, in a sense because they're storing your sensitive documents in the cloud. So I would think so in the list online, actually, for the companies that are not yet doing it, there are links you can click on tio email those companies to say, hey, get on this list. I really want you to start two step verification

Class Description

Paperwork is an essential part of running a business, but you shouldn’t be swimming in a sea of it. Learn how to keep track of the essentials and do away with the all the rest in Organize Your Paperwork with Beth Penn.

Beth is committed to keeping organized. In this class she’ll share all the tricks of the professional-organizing trade and help you make sense of your stacks of a paper. 

You’ll learn how to: 

  • Create a filing system that actually works for you
  • Store scanned documents in an organized way
  • Use apps designed to declutter your life
  • Know how to get your hands on any document you need, no matter where you are

Beth will help you develop efficient systems so you spend more of you time working with clients and less time on the paper trail. You’ll learn about the three primary types of paperwork and how to categorize as it comes in.

Organize Your Paperwork with Beth Penn will arm you with organizing tips you can tailor to your business and life so you spend more time focusing on what really matters and less time on what doesn’t. 



I tend to agree with Bonnie - it didn't solve all of my organizing problems, but it was helpful for the price paid Pluses - 1) she suggested several interesting apps to explore 2) "need to make the environment for dealing with paperwork attractive/supportive" - it should be obvious, but it was a good reminder Minuses - 1) I wish there had been more emphasis on setting up a paperwork system. 2) The scroll down highlighted "transcript" was interesting, but it was obviously not edited - there were misspellings and mis-transcriptions, which takes away from the professionalism


I have a generally short attention span, so I have studied a lot of organization skills over the years to help me stay successful through school and grad school, and while working in corporate jobs. Now as a business owner I am looking to expand those skills since I have to learn so many more skills and be involved in more aspects of the business. I found this class informative and easy to learn from. I was able to complete the class in one seating, and I have about 4 pages of notes, including concepts and new tools I'm looking forward to implementing and experimenting with. Highly recommend.


Well, I found this instructor hard to follow. She seemed a little scattered, maybe she was nervous? She jumped into showing things without a good explanation of why she was doing it. I had hoped I would get more info on how to organize files in a file cabinet but there was not a lot about that, very general. She put files in wall hangers but I'm not sure why those particular ones went there and not in the files box and what was really going into the file box or being scanned. She showed some phone apps but I never quite caught what they were or how they actually worked. So many computer programs and apps to pay for and paying for sending receipts away to be scanned, paying for shredding, etc. I can't afford all of that. I wouldn't send out my personal papers for someone to scan - is that safe - or put my stuff in an envelope and mail it to be scanned -what if it got lost. I can scan and shred for myself. I don't like having so much of my life in the "cloud" for a couple reasons. I am not sure I'd remember where everything was and it would be a major mess if something happened to me and someone else had to get into all of those places. I will take some of the good bits and pieces and use those, as there were some good tips. I bought the class on sale for only $20 so I guess it was worth that.