Around the House

How Long Should I Keep Papers?

While one of my earlier articles gave strategies for dealing with papers as they come in, this article will provide guidelines on how long to save them.

There are some papers that should be kept forever. In fact, copies should be made of these to ensure you have them in the event of emergencies. These include legal papers describing who you are and what you own. Birth certificates, adoption papers, marriage and divorce documents, death certificates of immediate family, social security documents, deeds and titles to property, medical history, retirement and IRA records, driver's license and passports are examples of these items. At least one copy should be kept in a fireproof or waterproof box kept in your home for instant access.

Other papers should be kept for a specific length of time but not necessarily forever:

Receipts or bill of sale and manuals of equipment should be kept as long as you own the item. Warranties or guarantees for jewelry and other significant purchases should be kept with the receipt until the item is lost, sold or replaced.

Insurance policies should be kept for as long as their coverage is in effect.

Medical claims should be kept until the claim is satisfied. Save documents used for tax deductible claims with those returns.

Payroll stubs should be kept until the end of the year and checked against the W-2 forms provided by the employer. If they show funds withheld for charitable organizations such as United Way that are claimed as deductions on your tax return, the end of the year stub should be filed with the tax return.

Tax returns should be kept for 3-7 years unless you have failed to file a return or have filed a fraudulent return. The IRS has 6 years to challenge a return if it thinks you have under reported your gross income by 25%. The IRS has 3 years to audit a return. Keep all receipts and documents relating to deduction claims with the tax forms. This IRS web site link spells out the specifics: http://www.irs.gov/businesses/small/article/0%2C%2Cid=98513%2C00.html

Statements from your securities or brokerage firms should be kept until a new one arrives and the last one when the securities are sold to report a gain or loss. That transaction document should be saved with the tax return.

Bank records and other monthly credit card, installment, utility etc. statements should be reconcilled each month and then may be shredded unless needed for tax return purposes. These institutions have the financial history on computer or micro files should they need to be recovered.

It is important to mention many statements as well as other documents can now be sent online to personal computers where they can be stored in one of many options. This can reduce the paper required for them unless needed for documentation to tax returns.

These are guidelines and suggestions and if you have questions or concerns, you should consult your accountant. Hopefully, they will help to tackle and reduce the amount of papers kept so they are easier to organize. For more strategies please feel free to contact me through my web site: www.OrderlyPlaces.com

Paper Organizing 101

Illustrations from Pendaflex

Books have been written on the subject of organizing household papers and I have a chapter on it in my own book. This article, however, will simply address the basic needs that everyone should have to control the paper piles.

Paper comes into the house through the door on the people entering either from the mailbox, in a tote bag or briefcase, etc. At that time there should be a place to put them. A container of some type should be conveniently placed to collect those papers and preferably have a system of categories to sort them. This simple inbox/basket can be as large or small as the family requires but should hold the papers vertically in sections so they can be retrieved as soon as needed. Some frequently used categories are: Bills, To Do/Respond, To File (permanently), To Read, Receipts, Coupons, etc. Vertical sorting and storage allows easy access in finding a specific item later on.

A companion container would be a Household Notebook that contains information frequently needed by the family. While a calendar might have the date of Johnny's soccer game, the notebook might hold the information sheet containing the other game information such as which field, the color jersey to wear, who has refreshments, etc. The notebook could contain frequently needed and emergency contact numbers, babysitter information, school schedules, menu ideas, etc.

A permanent file box, drawer or cabinet is recommended for permanent papers such as insurance policies, medical history and information, appliance manuals, automobile records, financial statements, etc. Papers filed here are for future reference when needed and should be separated by appropriate categories. About once a year it should be cleaned of items no longer needed. Most financial and purchasing records are now stored online or in computer records at the institutions or retail outlets. This eliminates the need for long term storage of some paper items. Those used as documentation of tax related deductions should be kept with the tax return forms.

Finally, we recommend storing legal documents and those that may be needed in an emergency in a fireproof/waterproof box in your home or bank's safe security box. Copies might also be given to trustworthy relatives as an off site option. Having more than one copy of vital information can help in locating it in an emergency.

Putting the items needed for good paper management is just the first step in keeping paperwork under control. Keeping them organized requires persistence in following your system and avoiding the temporary put down of papers on a table or counter. Over time this stack can become an unmanageable pile and even mutate into unrelated items. More detailed information, retention guidelines for keeping papers and illustrations of paperwork systems can be received from me or located in my book, Orderly Places. You may contact me through my website: OrderlyPlaces.com

Organizing Jewelry and Accessories

Adding accessories to an outfit is like putting frosting on a cake. They make the ensemble look even better. If fashions never changed we would have few problems keeping them organized. We know, however, that each year brings new colors and styles in jewelry, belts, scarves, etc. so we add more and more items to our collection. Keeping them organized becomes an issue when we allow them to accumulate. There is no perfect way to store them but they should be purged and sorted just as you would any other items in your home. Her are some tips to help in the process.

Keep only the items you are currently using and coordinate with the garments you now own. If you are not wearing valuable or heirloom pieces, consider storing them in a safe deposit box or other secure location.

Keep like items together and containerize or separate them on racks, etc.

Throw away the little boxes that held the jewelry when purchased. If needed for repair or returns, store them elsewhere.

Shoe bags with pockets across the front are good chooices for separating and storing scarves, gloves, and larger pieces of jewelry. Similar bags with smaller pockets are avilable for smaller jewelry, hair bows, clips and pins.

Peg racks and other hooks can be used for necklaces, belts and ties.

Shallow drawers can be used for jewelry that is placed in divided containers. These can be stacked if space allows.

Specialty containers with varying sizes of compartments can be purchased and placed on dresser tops or in drawers. Be sure to measure and count the number of compartments you need before purchasing those.

The hidden space behind the entry door to the bedroom or swinging closet doors can be used to hang accessory items. There are many types of over the door hangers to accommodate all types of accessories.

Consider limiting your earrings to one par of gold, silver, or pearl posts or hoops. These choices look nice with any other accessories and outfits and make getting dressed so much faster and storage much simpler.

Less is more when wearing and storing accessories. A few nice pieces each season will add just the right accent to your wardrobe and will make organizing them much easier. If you have questions or comment or need more information, visit our website: www.OrderlyPlaces.com

Organizing Tips for January

As the new year begins, I am giving you my best advice to start you on your organizing journey. Make a commitment to place a donate/recycle box or bag near your door and put something in it everyday. At the end of the week remove it and take it to its designated place.

So many times we keep things “just in case I might need it” but we haven’t used it in years if ever. Impulse purchases and gifts are often put in drawers, cabinets or closets but never used. Free yourself of these items and make space for organizing what is left.

Other items may have lost their usefulness but could be used by someone else. Move those on to a higher purpose. If sentimental items are not being enjoyed or honored but rather packed away in a closet or attic, see if another family member has room to display or used them. Letting go an item doesn’t mean you forget the person or event.

If you are diligent to put an item in everyday, you will quickly see more space for the things you use and love. Of course a closet clean out could have enough items to meet your quota for a week or two. It is never too late to make changes to be better organized.

Here are more reminders for January.

• Start a container for tax related items that arrive in the mail this month.
• Update your paper and computer records by purging folders of items no longer needed. This will make planning a new budget for the year and preparing tax forms much easier. Shred old financial documents a little at a time or take them to a records management company to be shred professionally.
• If you have not already done so, get a new planner/calendar that shows a week at a glance and breaks each day into hourly segments. Schedule your daily activities in it. Most computers have programs to do this, as does Google and other online sources, at no additional cost.
• Update your home inventory. Take pictures or make a video of every room, every closet, the garage and attic for insurance purposes. These pictures will also give you a fresh and objective look at the appearance of you spaces.

Set a goal to make this year a successful one for organizing your home. Every step will make it a more enjoyable place for you and your family. If you have questions or comments you may contact me through my website: www.orderlyplaces.com.

Arranging ArtWork

As with your accessories, apply the same Basic Knowledge when arranging your Art.

• Over the fireplace, hang one work of art or a group of multiple pieces of art work

 

• Strive for a loose circular or oval outline when grouping.  Avoid stair stepped arrangements. They draw your eye sharply up or down, rather than around.

 

• Leave one to two inches between multiple works.

 

• Position Art at eye level

 

• Arrange multiple artwork on the floor first

 

• A single painting hung above a sofa should extend approximately two-thirds the sofa’s width and be placed  8 to 10 inches above the sofa. If print is narrower, add smaller pieces to make a larger unit.

 

Layout Principles

1. Easier to hang odd number pieces, such as three or five, but even numbers can be successful too.
2. These are blueprints for simple displays:
   1. Horizontal Axis- works best for three pieces of art. Hang center first, then flank.
   2. Vertical Axis- ideal for four pieces. Hang two pieces on one side of vertical axis and two on the other.  Offset horizontal spacing to avoid creating a cross of negative space.
   3. Perimeter- Establish imaginary perimeter for the space and hang pieces so their outer edges touch that perimeter. Avoid creating a cross of negative space in the center.

 

Organizing New Toys

The organizing process almost always requires removing items that are no longer needed. Most children and some adults have too many toys and many are rarely used. Consider removing now those that are no longer useful, that have become obslolete, those that have been outgrown, and those that are broken or in need of parts or repair. aking the time now to make space for the new items coming into the house this month will make the task of organizing after the holidays much easier.

This is also an excellent time to teach children to share and also make room for more appropriate items. Those that are in good condition can be taken to local charities or thrift shops. Taking pictures of the children with some of their favorite but no longer needed toys is a good way to remember the good times without all the clutter. And don't forget about the entertainment and hobby items no by adults. Replaced televisions, VCR, sport equipment, etc. and be removed and donated to make more space in the home and provide items for others less fortunate to enjoy.

Once the purging has been completed there should be space for the new things. The novelty of those will demand the most convenient space in the house for a while, but there should be a place reserved for them when the newness has gone. One general rule is to make children's toys easy to put away but more difficult to get out. Books are a good example of this. Those that are stored upright on a shelf are easy to pull out but more difficult to put back in order. A better choice would be to store them in a dishpan, bucket, tote, or basket. This makes the child look for the book he wants but will be easy for him to drop back in when he is done with it.

Actually most toys can be kept in open bins arranged on shelves and labeled so tht clen up is easier. Picture labels can be used for toddlers and large word labels for children learning to read. Hanging pockets and plastic stacking drawers are good choices for small toys such as doll clothes, matchbox cars, tain pieces and legos. Some special toys as well as CDs, DVDs and other collections can be stored in attractive boxes or baskets on higher shelves where adults but not children can access them. Other storage options are over the window shelving to display collectible toys, corner nets to hold stuffed animals, and totes on wheels to transport toys that can be taken to other rooms temporarily.

We learn from toys but they should be limited to the space available. Learning to live with limits is a good strategy for all of us and it makes keeping things organized much easier, too. If you need help with organizing tasks or have questions or comments, you may contact us through our web site: www.OrderlyPlaces.com or by email: maryfrances@OrderlyPlaces.com.

Holidays Can Help with Clutter

Perhaps you think holidays are a source of clutter rather than helping to eliminate it. This can be true if you don't make use of the special opportunity to evaluate all of your things. Holiday decorating does often add to the items we already use in decorating. I especially love the added glow from the strings of lights around the greenery inside and out. We can, however, use this time to make permanent changes in the amount of things we use the rest of the year.

As you make room for the holiday decorations, think about whether you still love it and use each one. If not, donate it so you will have more space for those you do love As you display those holiday things you have kept, you may need to remove some of the items you normally have on display. Take time to evaluate those. Do you still like them, are they difficult to manage as you clean, or have they become dated? If you have no special attachment to them, why not let them go?

Using this process of evaluating the accessories you use all year long as well as during the holidays can be a big step to decluttering your home. Less things means easier and quicker cleaning those spaces. There will be less to maintain and your home will have a more spacious appearance.

There is a principle in the appearance of spaces that applies here. A cluttered room that is clean will not be as attractive as a room with no clutter that is not as clean. If you want an objective look at your space, take a picture of it and evaluate what you see. You may be surprised at how many things you have in the space that can be removed to make it appear less cluttered and more attractive.

Be brave and use the holidays to access and make the needed changes to help with any clutter you may have. If you have questions or want more information, you may contact us through our website: www.OrderlyPlaces.com.

Organizing Checklist for December

 

We are approaching the end of the year but this is a busy month for everyone. Some organizing strategies for this season have already been covered in the previous months. Here are some final reminders and tips to help you through the holidays and the end of the year.

• Children and adults should take time to donate any items that are no longer useful. Many families will be forced to shop at thrift stores for holiday gifts and donating toys and clothing can be a blessing you will never see.
• If you have not done so already, immediately send cards, packages, newsletters and email messages.
• Begin traditions with your family if you have not already begun them. For young children, simple activities such as baking cookies or decorating packages are best. Older children can help with community or church events. The family can purchase gifts for an "Angel Tree", read the Christmas story together, watch a favorite Christmas movie, etc. Keep it simple.
• Take pictures of family and friends and the decorations you chose as a keepsake and reminder for next year.
• Be flexible on the big day and welcome any help offered. Don't sweat the small stuff and keep the mood light and happy.
• Avoid the after Christmas sale unless you absolutely immediately need the items. Avoid the long lines, parking problems and traffic jams. Items that need to be returned can usually wait for a few days.
• Resist the urge to buy more holiday decorations just because they are on sale.
• Keep a journal of what worked and what didn't, the gifts you gave and any changes you would make in the future. Keep a list of clutter free gifts you can give next year. (A list can be found in my book on pages 103-105.)
• Keep the collection of all the lists, ideas, recipes, pictures, evaluations, etc. related to the holiday in a manila folder or create a folder for them on your computer.
• Plan the holiday clean up when others are there to help you. Make it as much a part of the traditions as decorating.
• As you take down the decorations, consider purging what you can. Eliminate as much permanent storage as possible. Make sure all items are clean and in good repair. Try to maintain only those things with special significance or that cannot be replaced. Donate or pass on the others.
• Consider color coding holiday containers and label with the contents.
• If you have space, hang bows in bags on hooks to maintain their shape.
• Set a family goal to make the holidays even more meaningful next year. Adopt a charity, volunteer in the community, participate in your church holiday program, etc. Write down your decision and make plans for it next year.

First Impressions: An Organized Entrance

The appearance of the entrances to our homes becomes important to most of us during the holidays. Many decorate the exterior windows and almost all of us place some type of decoration at and in our doors and entrances. Making this area festive gives a welcoming appearance so appropriate for this time of the year. To maintain that hospitable impression throughout the year does not require so many decorations but only a clean and organized appearance.

While your home may have several entrances, those most often used are also the most important to have orderly and attractive. Often within those spaces, several activities may take place that require items with a good arrangement. Here are some tips to consider.

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• Provide a shelf, a small table or chest if the area has enough space to place containers for small items, hats, gloves, etc. Cover it with a plain or decorative washable fabrics or small quilt to give a warm touch to the entrance and cut down on dusting and polishing.
• Provide containers to drop off incoming papers as close to the entrance as possible. This may be the incoming paper box, a basket or other small container that will hold items until they can be sorted later that day
• Place hooks, small pegs or containers for keys.
• If shoes are removed when entering, provide a basket, crate or box for them to be contained. Otherwise they will move around and get misplaced. This could also be in the garage or a closet at the front door.
• Include placement of hooks or pegs for children’s coats, backpacks or book bags or other totes. These are easy for children to use.
• If a closet is available, hanging shelves or open shoe bags can be used for hats, gloves and other small items.
• Use wooden or other sturdy hangers in coat closets.
• Add space above the top shelf in the closet with additional shelves or stacking containers.
• Provide a container for items to go out the door as you leave. A box or basket for envelopes to be mailed, books to be returned, etc. will help remind you to pick them up as you leave.
• Place an umbrella stand near the door for rainy days.
• Outdoor mats will help clean shoes before entering the house.
• A washable rug near the door will help dry wet shoes and keep dirt from being carried further into the house.
• Attractive plants and decorative containers will help beautify the space. If you have access to fresh flowers and enjoy arranging them, they are the a great way to provide a welcome into your home. A simple bouquet in a mug or vase is all that is needed. You do not have to be a professional florist to make it attractive.
• Keep the walk, steps and porch clean. Wash any glass on the door. It gives a sparkling good first impression.

 

Whether large or small, the entrance sets the tone for the rest of your home. Keeping it orderly and functional as well as attractive will give it a welcoming invitation to come inside. If you have any questions or comments please contact us through our website: www.OrderlyPlaces.com or by email: maryfrances@OrderlyPlaces.com We would love to hear you stories of your organizing journey.

Accessorizing

One of the last and most enjoyable steps in the decorating process.

Beginner Basics

• Odd-Number Rule- Group uneven number of pieces together; three or five usually
• Include larger pieces with smaller ones to add drama to an arrangement

  

 

• Use both symmetrical and asymmetrical balance to visually organize objects
  • Example: Matching lamps at either end of the table or mantel visually ground a collection of vases arranged asymmetrical in its center.
  

    

• Use The Designer Formula: Shiny, Matte, Tall and Flat.
  • Example:  Tall shiny candlesticks, a round vase and a matte finish plate.
• Repeat a color in at least three objects in three areas of the room
  • Examples: Lamps, Pillows, and an Area Rug.
• Leave unequal space between objects in a group- it allows each one to be seen clearly and provides needed rest points.
• When adding or changing present accessories around, start out fresh- that is by removing all accessories and then studying your room. Start with one piece and then add one by one.

     

 Novice Mistakes

• Under accessorizing a room
• Trying to pick out everything in one frenzied shopping trip
• Using accessories that are too small or all the same size.

If you have and questions about accessorizing your home or office or are intrested in finding the right accessories for your home call us at 595-5131 or e-mail as at unusualdesigns@verizon.net