4/24/2011-Natures Advocate Newsletter

Forget where you put the car keys?
Overwhelmed by too much stuff to put away?
You know you put the title to the car somewhere but where?

There is help. Maria Gracia has written a wonderful book on getting organized. It has countless tips on how to get started and how to stay organized.

For More Information Click Here! then find the Finally Organized, Finally Free icon and click on CLICK HERE FOR MORE DETAILS

Paperless Bliss

Many people are amazed how we are now producing more paper than ever, especially since technology was supposed to promise us a paperless society. We actually do have the technology to go paperless but you kind of have to do some detective work to put the pieces together and figure it out. But don't fret, I have already done a lot of the homework for you and can guide you through the process of minimizing paper coming in, and no paper going out.

First, you need a computer, a scanner (3 in one printer, scanner, copier works well) and a smart cell phone, one that has calendar and contact capability, and can synchronize with your computer. I am using an HP computer, HP 3 in one printer, and an iPhone synchronizing with Microsoft Outlook on my computer. So here are some of the common tasks I do to end up paperless.

1. Calendar Event - If I see an event in the newspaper or some other media that I want to attend, I type it into the calendar in Outlook or paste it in if it is on the Internet. If you don't know how to cut, copy and paste, look at the Windows help system to learn how. TIP: Use only one calendar. Trying to update multiple calendars is a nightmare.

2. Personal Receipts - I use Quicken to track my personal finances. I either key in purchase receipts or download them from my bank. If the receipt has any tax consequences, like a doctor bill, I then scan the receipt and name the file with the date and payee. ex: 2011-04-23 Dr Cool. I save the file in a folder labeled with the name of the month the receipt took place. This folder is in the current year folder, which is in the Admin folder, which is in the My Family folder, which is in the Documents folder that comes with the Windows operating system. So the whole thing looks like this: Documents/My Family/Admin/2011/Apr/2011-04-23 Dr Cool. If I ever need to look at the receipt again, I just go to Quicken, find the original transaction date, then go to the appropriate folder and find the file and double click to display on the screen or print.

3. Business Receipts - I use QuickBooks to track my business finances. I either key in purchase receipts or download them from my bank. All the receipts have tax consequences so I scan them and name the file with the date and payee. ex: 2011-04-23 Dr Cool. I save the file in a folder labeled with the name of the month the receipt took place. This folder is in the current year folder, which is in the Admin folder, which is in the My Business folder, which is in the Documents folder that comes with the Windows operating system. So the whole thing looks like this: Documents/My Business/Admin/2011/Apr/2011-04-23 Dr Cool. If I ever need to look at the receipt again, I just go to QuickBooks, find the original transaction date, then go to the appropriate folder and find the file and double click to display on the screen or print.

3. Important Personal Documents - This includes wills, birth certificates, military discharge papers, etc. I scan these in and give them an appropriate file name and store them in a folder called Important Documents in the My Family folder. You can click the Windows Start button and do a search to find the document later.

4. Important Business Documents - This includes Sales Tax License, Articles of Incorporation or Organization, Minutes of Meetings, etc. I scan these in and give them an appropriate file name and store them in a folder called Important Documents in the My Business folder. You can click the Windows Start button and do a search to find the document later.

5. Bills - Many companies, especially credit card companies offer paperless billing. I also get paperless bills from my cellular phone and land line phone companies.

6. Paying Bills - Most banks offer free online bill payment. It is wonderful, try it.

7. Statements - Most banks offer paperless statements. Take advantage of it.

8. Product Manuals - I check online to see if the manual is available. If it is, I toss the manual. If it isn't, I scan the manual and toss it.

9. 3D Object - Lucky rabbits foot, art, ugly gift from a relative, favorite sneakers, things you haven't used in over a year, etc. Take a picture of it and toss, sell or regift.

10. Email - Use it, it saves time effort and paper. TIP: Set up an email address on goggle, yahoo, or hotmail and give that address out on websites that require an email address to continue. Then just don't check that email address. All your junk mail can go there.

According to my tax preparer, this will stand up to IRS scrutiny. He does the same thing.

I sold all my filing cabinets after I got everything scanned in and recouped some money.

I shred or burn all my receipts.

The most common question about doing this is "what happens if you lose it all?" Good gosh, that is what backups are for.

The technology is here to make it happen, so be nice to the world we live in, go paperless.

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