I’m still thrilling about the awesomeness of the community library.  Let me tell you, I never really enjoyed the nonfiction section of my library when I was younger, but now I’m piling in all these books and doing some serious learning and researching.

I picked up a book last week called Get it Together. It’s about getting everything in order in case of your incapacitation or death.  I didn’t know that’s what it was about when I picked it up–I though it was about file cabinets.  But it’s been a really interesting read.  It came with a CD with worksheets.  What you do is work through the worksheets and build a binder that has everything anyone could possibly need in case you end up in a coma or pass on.  So things you’d think about, like assets and children, all the information about how to handle those are written down.  If a plot has already been purchased or any of those arrangements already made, it’s all in the book.  And other things, like employer’s phone numbers and benefit’s information or what bills are going to be due on the house, are all in there.  The people picking up the pieces have a perfect manual to follow and can focus on their own grieving instead of trying to figure out what Fluffy is supposed to have for dinner and whether it has medication to take.

It’s not an easy book to work through, that’s for sure.  There are things that are just uncomfortable to think about, like a letter in the front of the book for the people reading it.  And there are things that will require the use of an attorney.  But it’s really good stuff and I think it’s useful.

And I could use this in my business!  There are a lot of elderly people in the area who maybe haven’t really found the time to work through all of this information.  If I can figure out how to get this all lined up and all, I could help people get this started.  They’ll have to end up talking with their lawyer, but I could help them find all the paperwork that they’ll need to get that started.

Another thing I’ve been working on is a hurricane evacuation plan.  It is hurricane season and if the word goes out to head inland, then there isn’t a lot of time to get everything together and get out of town.  So having a plan is really important.  I’ve been pulling together information from Fly Lady‘s Control Journal idea and a special edition of the Savannah Morning News.  What I’m trying to do is create something that I can fit right into the front pages of my address book.  It’s got all the important information like doctor info, insurance info, directions to Luke’s, lists of things we need to grab, everything.  Most of the information is duplicated info because I carry most of that with me in my purse, but it’s the sort of situation where having it really easy to find is key.

I have a checklist that I have to work through and see if I can get any of that prepared ahead of time and tucked away so it’s a grab and go situation.  So we grab the address book, grab the folder of important papers, grab the box of prepared stuff, and then focus on the rest of the list that couldn’t get done ahead of time.

And this is another thing that I could help people do.  I could help them find the information that they’ll need to have on hand, pack up their grab and go box, get them the checklist of other things to take care of if they have to leave, basically do as much as I can so if they have to leave, they have a plan and they’re ready to go.

And,  really, the two things fit together–the folder of important information if you die and the preparedness for evacuation.  All the important papers that you’d want to take with you if you leave the house in a hurry is exactly the same paperwork that you’d pull together for the book for your death.  It could all be one book, one “if the worst thing happens, this is where you look” book.  I haven’t started putting either one together, so I’m not sure it would really work all together, but it’s an interesting thought.

And I think people might be interested in getting some help to get these things together.

Of course, the first step to actually get as much of my own information put together.  So that’s what I’ve been up to the last couple days.  And that’s what I’m going back to work on now.

If anyone has any recommendations on these types of books and information, I would love to hear about it!  And if you’d like to get started on these and would like some information from me about, drop me a line and we’ll get started!

Cheers!

Hooray for a fully organized music collection and a synchronized portable music box!

Now to refresh the music on my mini player for exercising and I’m SET! 

This morning I went to help the children’s pastor at my church organize her office some more.  We did the main part of her office the first time I went.  We did her file cabinet this time.  And next time we’ll hit the storage room.  She had a four-drawer file cabinet and was only effectively using one drawer.  All the other drawers were filled with information from the woman who held the office before she did–four years ago.

So we took it all out and sorted out what was actually usable and useful.  Information available on the internet?  Don’t need a paper copy.  Notes from 2004?  Not necessary.  Forms for the people working in the children’s section?  Put into a folder and easily accessible.

All in all, we recycled three trash-cans full of paper.  And then we got her curriculum folders set up, got the volunteer information sorted, got her conference information sorted and accessible.  She had one drawer in her desk filled with folders, too.  So of the 5 drawers available, she was using 2.  She’s now able to use all 5 of those, one of which is just for personal storage (purse, umbrella) and the others are all separated into folders so she can get into things and keep things easily filed and findable.

It was great!  I think it’s going to work out really well for her.

For anyone looking at trying to organize your folders, here’s a few tips for you:

• LABEL ALL YOUR FOLDERS.  If you’re not doing this, you’re never going to be able to find anything and then what’s the point of filing it?
• If you’re using hanging folders, put the tab on the front of the folder.  That way, when you go to find the folder, you can just pull the tab toward you and open the folder.  This is really effective for things that you do monthly, like bills.  Just slide the folder open, drop in the latest bill, and you’re done!  If you need to go back and find information, it’s all already in chronological order, with the most recent information at the front of the folder.
• If you keep information that you only want to have on hand for a set length of time, separate it in sections that fit that period.  For example, if you want to keep 3 years of your bills (and, by the way, you don’t need to do this–I’ll come back some time and write a post about what is and isn’t important to save and for how long), separate each  year.  Put them in their own folders, put them in manila envelopes, put them in separate sections of a 3-ring binder, whatever works for you, just make it obvious when one year ends and the other begins.  This way, when you start a new year, you can pull out the papers from the dates furthest back without having to sort through.  Just pull and toss (shred, recycle, etc.).
• Go through your folders every year.  Just skim through and check that the information is being put into the right folders, that the information isn’t obsolete, that things are looking like they should.  It’ll also refresh your memory about what you’re keeping and why.  None of this, “Oh!  I forgot I had that!  That’s important!”
• If you keep important papers in your home–marriage license, death certificate, birth certificate, social security card, passport, any of those papers that are vital and would be difficult to replace in the case of fire or flooding, put them into a place where they are easy to grab in case of sudden evacuation.  Make sure that everyone in the house knows where to find them.

I was tempted to write that you try not to keep papers that aren’t really necessary, but that’s really up to you.  Mostly, it’s up to whether you can keep everything organized with everything you’re keeping.  If you can maintain several drawers filled with paper, finding what you need, not creating chaos with the amount you’re holding onto, then that’s great!  Knock yourself out!

But if you’re drowning and not able to find anything and not able to maintain any sort of system, then I would recommend trying to sort out what you don’t need to keep.  This article is a great place to start if you’re wondering what you should keep and what you can get rid of.  I highly recommend it.

Do you have anything that’s worked really well for you in your filing system?  Do you have any questions about how you could approach your filing differently?  Please leave a comment!

Happy filing!