Donna McMillan. Photo by Dan Slutsky

Los Angeles Professional Organizer Donna McMillan  writes today about National Archive Your Files Month.

Let’s get organized early in 2010!  Members of the National Association of Professional Organizers (NAPO) and companies that sell and manufacture organizing products will celebrate this event.  Businesses and individuals in Los Angeles are encouraged to participate.

Contact your accountant or CPA, who already knows your tax-related history. Ask how long you (and/or your business) are required to keep specific documents. Also request a Retention Schedule and write dates “to destroy” on the end of storage boxes containing archived tax records.

Now is this time for all good men and women to come to the aid of their … FILE CABINETS.  Do it sooner rather than later.  While you're at it, there may be some drawers and storage areas filled to capacity with obsolete documents that should be tossed or stored in archive boxes.  Depending on your Retention Schedule, shred and toss the contents of the oldest boxes of tax records and other unnecessary information.  They are consuming your valuable (and costly) storage space.

For short-term, use cardboard storage boxes if storeroom is dry and safe from pests. For permanent storage, clear plastic boxes are more protective, especially in garages, attics and basements.  Businesses benefit by keeping only one year of tax documents in each letter/legal-sized box.  Label the box: "2009 Taxes".  Individuals, who are not business owners, only need to save records related to income (W2s, 1099s, investments) and tax deductions claimed.  Keep original returns and contact your accountant or CPA for guidance.

1. Organize And Sort Paperwork And Possessions

• Use storage boxes with lids and handles.  They are stackable, storable and reusable
• Use stickies and bold markers to create easy-to-see temporary labels.

• Sort items into groups; keep "like-things" together (supplies, photos, taxes, etc.).

2. Categorize And Color-Code File Folder Labels

• Be consistent when naming and labeling folders.
• Use the same color of adhesive labels for each category – green for income, red for paid bills and expenses, blue for insurance policies, yellow for other permanent records.
• Print labels on folders with the same format – for tax records: type year, category, and description -- 2010 INCOME - [month], 2010 EXPENSE - [payee] – for others: INS. AUTO - Ford; INS. AUTO - Mazda; INS. HEALTH - Jane, INS. HEALTH - Robert; INS. LIFE - Jane, INS. LIFE - Robert.
• Label makers help to create appealing, uniform-looking filing systems and more.
• Labels on 8-1/2” x11” sheets with a template are most efficient.  Use the “Search and Replace” function in software and update year on labels to the next year.

3.  Systematize Related Records For Quick Access

• Keep similar records together in a category. Remove expired documents
• Return folders to their “home” in file cabinet. This step eliminates clutter and piles on your desk, furniture and floor.  Later, save time finding whatever you need whenever you need it.

About Donna D. McMillan

: Since 1984, McMillan & Company Professional Organizing has helped businesses and individuals in workplaces and homes.  Donna, affectionately labeled by clients as their “Clutter Therapist,” provides much more than a "clean-up-the-mess" type of service -- three experts rolled-into-one -- Consultant, Hands-on Organizer and Organizing Trainer/Coach.  She works side-by-side with clients, physically helps them, teaches techniques to become and STAY organized, plus creates personalized-customized systems for each client's specific needs.  310-391-7392  www.organizer4me.com

Donna D. McMillan, McMillan & Company Professional Organizing, 310-391-7392