Last week I talked about getting my once a year filing done.  And of course, what comes with filing is a big pile of shredding that needs to be done when you pull out the old information and replace it with the new.

Thankfully I had the opportunity to give the Mailmate M7 Cross-Cut Shredder from Staples a spin and was happy with the results.  It was quick and easy to use and it did the job right without clogging up on me.  I hate it when that happens, don’t you?  This particular shredder is designed to take up less counter space, but offers a larger bin capacity for shredding unwanted mail.

Here are a few more details about it:

• Can handle up to 12 full-size sheets of paper as well as unopened junk mail, CD’s & DVD’s and credit cards
• New easy-open container makes emptying shreds easy and mess-free
• New design features a cord that will fit flush against the wall and easy access power button
• Available for $89.99 on Staples.com or in Staples retail stores

Today’s giveaway includes both the Mailmate Shredder:

PLUS this pretty accordion file from the Martha Stewart Home Office with Avery line to help you organize anything from your financial information to your everyday action papers.

To win this awesome prize package all you need to do is simply leave a comment on this post prior to Wednesday, March 28, 2012 at 4:00 pm PST.  As per my giveaway instructions this giveaway is only open to US residents though, sorry.

Good luck!

Staples Mailmate Shredder Giveaway! (closed) is a post from: I'm an Organizing Junkie

Two giveaways in one week?  Why not!

So a couple of weeks ago I mentioned that I’d gone out and purchased a bunch of stuff from the new Martha Stewart line of office products sold exclusively at Staples.  Martha created the line with Avery and I was very impressed with what I saw and bought and you know how picky I am!  I showed you how I used some of her fun labels here.  The products are smart, simple and functional.  I also thought they were very reasonably priced.

Well today I’ve got some great news.  I was asked if I would be interested in taking some other pieces of the collection for a test drive.  Umm, YES please!  That was a no-brainer.  So Avery put together a package of product for me and in addition they are going to giveaway the exact same package to one of you valued at $50.00!!  Whoot!

The package includes:

• Two magazines file holders
• Two packages of vertical file folders (6 in each package) – one black, the other shagreen
• Two packages of permanent file folder labels
• One package ultrahold sticky notes
• One package adhesive metal bookplates
• Three packages Avery see-through sticky notes

I’m a magazine holder addict.  I currently use them for not only magazines but storing envelopes, paper, boxes of labels, recipes, etc.  What makes Martha’s system so unique is that she has designed VERTICAL file folders to go inside so now the magazine holders can be used to stash files as well.  It really opens up the possibilities tremendously.  Products with multiple uses make me so very very happy!

To enter to win this giveaway you just need to leave a comment on this post prior to Monday, March 19th at 4:00 pm PST.  This one is only open to US residents as per my giveaway instructions, sorry!

For additional opportunities to win Martha Stewart Home Office products by Avery, you can:

1. Enter the giveaway happening on Avery’s Facebook page

2. Enter Avery’s Organization of Moms Facebook giveaway

Good luck!

Martha Stewart Home Office Supplies Giveaway (closed) is a post from: I'm an Organizing Junkie

I hate the long term filing (not necessarily the day to day stuff).

So how do I get around not doing a job I don’t love.

I only file once a year.

There I said it.

And yesterday was that day.

When I mentioned this to my sister she told me “gosh you must have one huge basket!”.  The truth of the matter is I don’t.  I just don’t keep a lot of stuff.

Here is my file basket full after one year.

This basket is 5 inches deep.  This is what it looks like outside of the basket:

Not too bad.  My strategy is this….I file when the basket is full.  Easy as that.  Just so happens it takes about a year to fill it up.  Works for me!

Ahhh you’ve got to love baskets that provide limits and boundaries.  Makes life so much easier.

Now like I said I don’t keep a lot of stuff.  Most things for only a year and then 7 years for the tax stuff.  Of course this will be different for everyone depending on your financial situation.  For more information on how long you should keep your financial records please visit this post for some helpful links.

So how do I organize my file pile for the filing cabinet?  Spread out on my bed while watching TV of course!  House Hunters anyone?

And then into the filing cabinet it goes:

Done!

My main point in telling you this is.  I know it doesn’t seem rationale and not something that would work for everyone depending on the amount of papers kept however it is what works for me.  There are no set in stone rules for organizing.  Of course there are general guidelines like have a home for everything and don’t buy your containers first but other than that it’s all about organizing your way.  I was watching Kathie Lee and Hoda the other day and Hoda admitted to using her oven for clothes storage.  Absolutely nothing wrong with that at all.  If you aren’t using it for cooking you might as well use it for something.

Do what works for you!! 

(see also: Your way is not wrong if…)

How often do you file?  Are you a file as you go type of girl or a wait awhile to file type of girl?  Do you have a boundary in place so you know when it’s time?

How I get away with only filing once a year is a post from: I'm an Organizing Junkie

Well the end of the month is here and you know what that means don’t you?  Time to round-up the work we’ve done on our filing cabinets and all that paper.  I’m looking forward to seeing what you’ve done and hoping this round-up was the push you needed to finally get it accomplished.  I  know it was for me and you can see my own two posts here and here.

Please link up below to a post on your site that shows us both your before and after pictures and remember to use the direct link to your round-up post and not to your homepage.  That’s helpful for those of us who might not get a chance to take a peek at your post until later.  Also, as a courtesy, if you are going to participate please be kind and link back to this post within your post.

Those that link up before Sunday at 6:00 pm PST will be eligible to win a copy of the Scanalog software that will help organize and categorize all the magazine articles we find helpful but have no idea what to do with.  The lucky winner will be selected randomly from the Mr. Linky below.

Next month we are moving on to getting our recipes organized and I can’t wait because mine are a mess!

For more info on Org Junkie’s Monthly Round-Up and how to participate please visit here.

Reminder:  Also if you haven’t done so already, today is the last day to enter my Bloggy Giveaways giveaway :)

Rounding up the filing cabinet/paper piles is a post from: I'm an Organizing Junkie

So anyway instead I’m going to hopefully answer a very popular question that I’ve received over the last couple weeks.  Many of you have inquired as to how long to keep certain financial documents and I’ve hesitated to provide that information for a couple of reasons.  First it seems that depending who you ask you might get a different answer, making me a little nervous to communicate such advice with so many variables.   Plus I live in Canada so my guidelines are entirely different than those living elsewhere.

However, despite all that, I know that you can’t really get a handle on your overflowing paperwork if you don’t have the necessary information you need to pare it all down.  So what I’m going to do for you instead is link you to various sources with applicable information and I’ll let you decide what works best for you.  Thanks to those of you who kindly helped me out here :)

Canada:

Canada Revenue Agency ~ Keeping Records

Mrs. January ~ How Long to Hold On To Financial Records in Canada

United States:

Internal Revenue Service ~ Recordkeeping for Individuals

Professional Organizer M. Martone ~ Handy Reference Guide

Suze Ormon ~ Financial Clutter, What To Keep And What To Get Rid Of

How Long to Keep Important Information Organizational Guide (printable)

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Okay so I know this post, although important, is a little dull so to liven things up how about sharing with me one of your own pet peeves.  I figure it’s only fair since I shared one of mine with you :)   I’ve got quite a list actually.  Here let me give you another…generic post-it notes, they just don’t stick!  See easy……now it’s your turn.

*********************

Just a reminder that Mr. Linky for this month’s filing cabinet round-up will go up on January 30th.   Participants will be eligible to win Scanalog software.  Join us!

How long should you keep your financial records? is a post from: I'm an Organizing Junkie

I’m intrigued by new products.  I’m intrigued by the possibility of new products.  I’m the type of girl that loves trade shows and being able to touch and feel new products without having to commit to buying them.  I like to hear the spiels and touch the packaging.

At the Professional Organizer’s Conference I attended in November one of the products I was introduced to was the Homebox Filing System.  I’d never heard of this product before but I saw a box on the table and so of course I had to know more :)

Basically the Homebox is a ready-made filing system.  The beautiful box comes with nine pre-printed heavy duty storage folders to organize everything from career and education to health and finances.  What I was immediately intrigued by was the file folders themselves.  They are gorgeous!  But oh by the way the folders don’t cascade up like that when you open the box.  I asked!  That would have been really cool but apparently it’s for demonstration purposes only.  Oh well.

Each folder provides a helpful list of what to keep inside.  I really liked that.  Even though this is a Canadian company, the folders are listed with pertinent information (resources, websites and tips) specific for each location depending on where you purchase from (US/Canada).  Very nice.  Apparently each folder holds up to 200 sheets of paper too!

In Canada we have a great show called the Dragon’s Den.  Have you heard of it?  A panel of investors are approached by entrepreneurs and each investor has to decide whether or not to invest with them.  So good!  When I was looking around YouTube the other day I was so surprised to see that Jodi with her Homebox Filing System was one of the guests.  It’s fun to watch and hear her story.  You can view it here if you are interested.

So in summing up here, I believe this box is intended to house the really important stuff and isn’t designed to replace your filing cabinet altogether.  Although I guess it could depending on how much paper you have.  Also I’m a tad concerned about the price at $40.00 US per box because I’m just not sure how affordable that is for the average person.  But it is well made and serves a great purpose of keeping all of your most important papers central in one location.  Just some things to consider.

The website lists the various places where the Homebox can be purchased either online or in store.

I have another filing system that I want to share with you tomorrow but only if you aren’t sick of me talking about filing systems yet.   Good grief, who knew there’d be so much to say about them :)

*******************

Note:  I call these product highlights and not reviews because I haven’t actually tried these products out.  They are just things that make me say “well now that’s a neat idea, I should share it with my readers!”.

The Homebox Filing System is a post from: I'm an Organizing Junkie

Before:

After:

Here’s what I did:

Using my Dymo LetraTag Pluslabel maker (which I will be happily reviewing soon!) I re-did the main category labels and inserted them into the yellow plastic tabs that are attached to the yellow hanging file folders.

Using Word I created and printed labels for all my sub-categories and then affixed those to new manila white file folders.

I alphabetized all my categories to make finding the one I need faster.

My categories (I’ve listed the sub categories in brackets) are:

House (Purchase Info, Mtg Info, Assessments/Property Tax)
Taxes (sub divided by year)
Bank Statements (Chequing, Savings, Credit Line)
Investments (RSPs, RESPs)
Bills (Phone, Gas, Hydro, Cable)
Credit Cards
Van (Purchase Info, Repairs)
Insurance (House, Van, Medical)
Employment (Resume, Contracts, Paystubs)
Misc (Subscriptions, Aeroplan, Airmiles, Medic Alert, etc.)
Travel (sub divided by location)

Note: my product manuals are filed separately using this system.

I’m actually excited about filing now and I have a feeling I might even be able to improve on my once a year filing habit now.  If that happens it would be a great outcome for about an hour’s worth of work.  Yay!

How are you making out with your filing?

Participate in Org Junkie’s Monthly Round-Up in January and you could win your own Scanalog software!

My filing system makeover is a post from: I'm an Organizing Junkie

What does an organized filing system mean to you? 

This was the question I recently asked on Twitter and I got some great responses:

It means being able to access what I am looking for without destroying my house. Alphabetical, by topic.

When my DH asks where the paperwork for “X” is I can find it without hesitation. I have easy access to our important paper

An organized file system means I can find anything I want in the 1st place I seek it, saving time & $ & eliminating frustration.

Easy, not a lot of work to maintain, helps me find what I need when I need it. I have huge piles of “need to file.” I need a cure

A system in which I can easily see where to file items and can easily retrieve them when needed. Easy purging is also essential.

It’s the difference between sanity and insanity.

It would change my life. That is the area I struggle w/ the most! At work, I made it perfectly. Not @ home.

And my personal favorite:

To me it says, “You are in the wrong house, back away slowly and whistle in an inconspicuous manner until you make your getaway.”

Can you identify with any of those?

I’m a visual person so the first link I want to direct you to for help is a video from MonkeySee which is such a great site for visual folks like me.

How to set up a filing system @ MonkeySee

Professional Organizer Vicky Norris explains why an alpha system might not be the best solution in this video ~ Filing System Tips

And a few other helpful links of various filing methods and systems:

Filing Piling Smiling @ Organize U - Allison also offers a free e-guide, Take Back Your Home Office in 14 Days, which you can sign up for by visiting here.

Time to Clear Out the Files @ Thoughts from Miller Manor

I hate filing! @ Messy Moms

How to make and use a financial binder for your paperwork @ Stephanie’s Mommy Brain

File It @ My Road to Sanity

Reduce Filing Induced Headaches: Simplify Your System @ One Organized Life

Why Organizing Paper is so Challenging @ by the creators of the JOYS Filing System

This post sponsored by Scanalog ~ win a copy of their software!

photo courtesy of S.C. Asher

Link~Tastic – The Filing System Edition! is a post from: I'm an Organizing Junkie

I didn’t file one time last year!  Not once. My mom will be horrified but we aren’t telling her so it will be fine.  Except she reads my blog so I’m pretty sure I’m going to hear about it :)

The reason I put the filing cabinet first on the monthly round-up list was because mine really needed to be done.  Here’s my “to file” basket that normally resides on top of my filing cabinet:

That is a years worth of filing.  The basket is only 4.5 inches deep.  Not too bad if I do say so myself.   I had to check my blog to find out exactly when it was I had filed last and believe it or not it was Nov 2007.  You can read that post and find out a little more about my system here.  In a nutshell, I put my paper filing into the basket and when the basket is full I file it away.  Because I don’t hang onto a lot of paper it takes awhile for the basket to fill up hence the once a year filing :)

Last night I sat down on the floor in the living room with my basket, turned on my taped Regis and Kelly, and tackled the pile.  First I sort it into subjects…like with like….all the phone bills together, all the bank statements together, etc.  It took me exactly 20 minutes to do the sort, I know this because Regis and Kelly’s Host Chat was just finishing up when I was done :)  Then the filing is the easy part really.  It simply consists of pulling what’s in the cabinet and replacing it with the new information. In most cases (bills and statements particularly) I only keep a years worth of information.**

I’m not advocating this once a year filing for everyone.  In fact I’m going to try and set a goal to do it at least twice a year from now on.  This just happens to be a system that is working for me, so I don’t want to mess with it too much.  Using baskets to set boundaries and limits is an ongoing theme in my life so why would this area of my life be any different.

Now I thought I’d give you a run down of the way I have my filing cabinet set up.  My filing cabinet is two drawers but I only use the bottom one.  The top one is my husbands and I don’t even open that one…it’s a little scary :)

I have eleven main categories identified by a main tab and in hanging file folders and then each of the sub categories are divided with manila file folders that are clearly labeled.

So my categories (I’ve listed the sub categories in brackets) look like this:

House (Purchase Info, Mtg Info, Assessments/Property Tax)
Taxes (sub divided by year)
Bank Statements (Chequing, Savings, Credit Line)
Investments (RSPs, RESPs)
Bills (Phone, Gas, Hydro, Cable)
Credit Cards
Van (Purchase Info, Repairs)
Insurance (House, Van, Medical)
Employment (Resume, Contracts, Paystubs)
Misc (Subscriptions, Aeroplan, Airmiles, Medic Alert, etc.)
Travel (sub divided by location)

Note: my product manuals are filed separately using this system.

Check out my filing cabinet makeover.

That’s about it. Again, this is just one way of doing it. I’m hoping over the next couple of weeks to introduce other great filing systems to you in order to give you some ideas to help you come up with the system that is just right for you.

I don’t want to end this post without forgetting to tell you what our very first prize of the year will be.  I’m very excited to tell you that if you participate in January’s Filing Cabinet Round-Up at the end of the month, you will be eligible to win a great product called Scanalog.  You may even remember this product from a giveaway I did last year.  In case you aren’t familiar with it here is a little more about it.

SCANALOG is a CD-ROM software system you can use to store, catalog and retrieve your favorite articles from your favorite magazines. There are eleven Master Categories in Scanalog that cover a range of women’s interests, from Home Decoration to Gardening to My Spirit.  Basically it means you scan in all those magazine clippings you have lying around and categorize them to be able to find what you need whenever you need it with a simple click of the mouse.  Fantastic!

Interested in joining the challenge, more information is here.

Don’t forget to take a picture of your paper piles before you get started and have a great weekend!

** Please be sure to follow the appropriate government guidelines in your area for how long to keep documents.

My filing system is a post from: I'm an Organizing Junkie

It’s here, time to round-up posts related to organizing our office spaces!

Don’t be shy, we can’t wait to see what you’ve done.  So whether you’ve made a big change or a little change, it’s all good.  If something is working a little bit easier for you with some changes you were able to incorporate then let us celebrate that with you.   Please link up below to a post on your site that shows us both your before and after pictures and remember to use the direct link to your round-up post and not to your homepage.  That’s helpful for those of us who might not get a chance to take a peek at your post until later.  * Also, as a courtesy, if you are going to participate please be kind and link back to this post within your post. *

I want to give a big shout-out to our August/September sponsor, The Organize It Mom!  If you haven’t had a chance to check out Laurieann’s products then you really must.  I wrote a review over on my review site a little while ago which you can read here.  Laurieann will be giving away a $60.00 prize package to one lucky round-up participant from either Aug or Sept.  To be eligible for this amazing prize please link up by Oct 1st at 6:00 PST.  Winner will be selected at random.

For more info on Org Junkie’s Monthly Round-Up and to visit previous round up entries go here.  Interested in being a future sponsor?  E-mail me!

Thanks all!  Next month we are moving on to our craft/sewing spaces!

Org Junkie’s Monthly Round-Up ~ The Office! is a post from: I'm an Organizing Junkie