Identifying Paperwork: 3 Types
So let's, talk about the benefits to going paperless. Filing cabinets are ugly. I mean, yes, they've done a great job of making them pretty creighton barrel, you know, west down they all of great options. Really? They dio those air expensive. Usually the ones you get in staples. Inexpensive but let's, be honest, it's, hard to accessorize a room with that in it. So I would say a benefit to going paperless is not having toe house a filing cabinet. Right? Um and then the other benefit is finding things faster. So I was helping a friend recently who prints everything else she's like I have to ever printed out. This is the way work. I put it all in a binder, so I said, well, let's, let's, just do a fun challenge. Why don't you tell me something that exists in the binder? And she copies everything. So everything is also available on her computer. She's got everything there. She's got it duplicated in a paper binder I said, well, why don't we look for the same thing and see who can find it fi...
rst? So she looks in reminder and I immediately find it using the search function on her computer so automatically you confined things typically way faster than you can searching a pile of paperwork because let's be honest, a pile of paper while you may know where things exist it's not searchable if someone else were to come in and look for something they absolutely couldn't find it and it's probably not as quick to find stuff that way um better for the environment sure they make recycled paper but at the rate that we're going we're really not doing any service to the environment so that's definitely something to think about and we can work from anywhere on dh I don't mean just working at starbucks for the day I mean literally you can take your laptop and go away for an entire month because you have everything you need at your disposal recently just in may I worked for the entire month traveling around to different state and because I had everything on my laptop I was able to deal with everything even a trip we were taking that summing up he needed my passport number that typically would just live in your house and a safety deposit box but because I had a copy of that on my computer I was able to give him that information so literally it's something to consider if you really want to start to travel more and you know are needing to be mobile um it's a really great benefit to going paperless okay, so now I would like to talk about the three different types of paperwork that we're going to be dividing our paperwork into, um, so I want you guys to think about your piles of paperwork is just that their piles and I want to break it down a little bit more that way, you'll be able to make really quick decisions, and you're going to know where everything lives, which is super important because, again, paperwork, it's overwhelming. We're looking at it it's like, how do I even divide this stuff up? So I'm suggesting that we use three really broad categories. The first is active, and again, this is my language. You can make this your own, you can customize it, but active paperwork are two duis, their projects you're working on their received, you need to scan in their receipts that you need to get reimbursed for, um, other active paperwork might be pending. So invitations, things you need to r s v p to ah, what are some other things that might fall under active paperwork that I might not have mentioned? You guys think of anything? Um, I don't think I'm missing anything anyhow, so you might even have a to scan file that would be an active or to file that would be an active piece of paperwork are inactive category. The other type of paperwork we have our filed papers so these are things that would live in your filing cabinet I'm suggesting you start scanning those things those are things that you really don't need to keep for the most part in paper form we'll talk about record written for attention guidelines but that's a lot of stuff that you can take digitally um and then our last is archival, so archival paperwork, our tax documents, their tax returns, they're supporting documents for texas they are memorabilia cards, you get all that paperwork, it actually shouldn't be taking up room in the filing cabinet, I would suggest you box that stuff up and put it in a closet far away because chances are you're probably not looking and pulling out your tax return with a glass of wine we really nothing's you're doing that with any paperwork, really, but that stuff that we can just put really far away because a lot of times I go into a client's home and I have a whole filing cabinet just stuff with tax paperwork, that stuff that we really don't need unless the irs comes calling or we need to prove something and typically we don't need to do that, so I would suggest getting that stuff out especially if you are going to use ah file box or filing cabinet in the office it's an easy way to clear a room