In December 2012, while shopping at the Container Store in Buckhead, I stumbled across a book that detailed how to organize almost all the stuff that we inevitably encounter in what David Allen refers to as, "the business of life."
I took pictures of each page of the book and recreated the structure here to make it easier to peruse and edit.
"Tickler Folder"
- Events
- Invitations
- Monthly bills
- Travel arrangements
- Activities for follow-up
- Projects for follow-up
- Schedules for each family member
- Conventions or meetings to attend
- Dates to remember: weddings, showers, parties, anniversaries, reunions
General lists to reference when planning an event e.g., Christmas, Passover, Bar Mitzvah, Easter.
- Invitations
- Holiday lists
- Party guest lists
- Copy of address book
Notices and information from your child care service should be maintained in this file. Additionally, special instructions for babysitters, such as emergency contacts and medical information, are kept here, too.
- Medicine and dietary instructions
- Special instructions for babysitter
- Babysitter names and contact information
- Information from your child care service
Temporary holding place for artifacts to place in a scrapbook or memory book. One for each child.
- Camp information
- Scout information
- Identification papers
- Clubs and sports activities
- Child's fingerprints and current photos
- Keepsake items for baby book or scrapbook
Two kinds of records: permanent, such as transcripts, and temporary, such as report cards. Requires periodic updating.
- Booster clubs
- Tuition information
- Coursework certifications
- Private school information
- Other certificates and awards
- Exam scores
- Report cards, teachers' names
- High school, trade school diplomas
- Licenses (real estate, RN, CPA, etc.)
- College information (scholarship, tests, financing)
Medical, housing, transportation, and other details affect the care of elders. This is a kind of catch-all for information as it's encountered.
- Information and articles about elder care
- Information regarding your elderly family member
- Housing, nursing home, and assisted living information
- Day care services
- Federal, State, and local agency names and phone numbers
- Transportation
Records useful for preparation or updating of a resume. Employment history information should be maintained indefinitely. Employer-specific artifacts are okay to discard.
- Job descriptions
- Letter of acceptance
- Employment agreement
- Current and previous employment information
- Employee handbook, policies, and procedures
- List of co-workers' names and contact information
Separate file for each person.
- Obituaries
- Family tree
- Sources for information
- Articles about relatives
- Articles about tracing family history
- Census records
- Notes
- Pedigree charts
- Family group records
- Copies of family wills
- Contacts
- Military records
- Resources
- Individual records
Relates to major improvements, such as remodels, landscaping, and sprinkler systems.
- Bids
- Contracts
- Architects' agreements
- Payment authorizations
- Ideas, plans, and concepts
- Receipts for home improvements
Routine maintenance and repairs for various systems such as HVAC, major appliances e.g., refrigerator, security system, garage, pool, etc. Also consider keeping business cards and flyers of good home repair services discovered.
- Landscape services
- Receipts of work done
- Copies of repair orders
- Pool cleaning services
- Appliance repair services
- Log of repair and maintenance of HVAC
- Exterminators, carpet cleaners, maid services
- Plumbers, electricians, and other servicemen contact information
If you rent, keep rental agreement and move-in checklists. If you own or are buying, keep your closing documents. Photos and records of home furnishings for insurance claims due to loss should be maintained here as well as in a safe deposit box.
- Amortization schedule
- Locks/key information
- Landlord correspondence
- Closing documents, contracts
- Rental/lease agreement, checklist
- Realtor listing agreements, contracts
- Appraisals/survey of home, casualty loss records
- Inventory list and photos of household furnishings
- Home purchase contract, promissory note, deed
Used to manage job search.
- Correspondence copies
- List of companies contacted
- Employment ad copies
- Employment agencies
- Application copies
- Resumes
Resource file for legal information you might need in the future. File invoices and statements for legal services under "Professional Services" in the Financial category after they are paid.
- Correspondence
- Sample legal documents
- Names, address of lawyers
- Interesting magazines and newspaper articles
Separate files can be maintained for each family member and updated as circumstances change. Also store articles of interest regarding a particular medical condition.
- Blood type
- Immunization records
- Medical/dental records
- Special diet information
- Allergies list
- Doctors' contact information
- Hospital contact information
- Moving checklist
- Change of address cards
- Movers' contact information
- Utilities' contact information, esp. installation and transfer/disconnect details
Consider providing heirs and authorized keyholders a copy of the contents list.
- Location of box
- List of contents of box
- Names of authorized keyholders
Review this file at the end of each year to mark new dates to remember. Add new dates and events to this file as they occur.
- Birthdays
- Anniversaries
- Special dates to remember
Separate file for each vehicle.
- Mileage log
- Odometer statement
- Auto club membership
- Record of purchase or sale
- Vehicle title, registration (original in safe deposit box)
- Recall information
Keeps a log of routine maintenance activities, which can make it easier to sell a vehicle later.
- Repair/maintenance log
- Repair/maintenance receipts
Document any information relatives may need in case of an emergency. Keep a copy in the safe deposit box. One for each person.
- Voter registration card
- Marriage license ([certified?] copy)
- Birth/death certificates ([certified?] copy)
- Social Security Card (copy)
- Burial and cemetery information
- Military records, discharge papers (copy)
- Will, living will, organ donor stipulation (copy)
- Passport (copy; keep in safe deposit box until needed)
- Divorce decree; alimony, custody agreement (copy)
- Immigration paperwork (copy)
Recommendation is to place warranties with instruction booklets whenever practical. Consider including original purchase receipt with warranty. Groups can include appliances, AV equipment, outdoor equipment, sporting goods, etc.
- Warranty cards
- Instruction booklets
- Serial numbers of appliances and other items
- Warranties on home, appliances, systems, and vehicles
- Deposit slips
- Check register
- Temporary checks
- Check reorder blank
- Signature card copies
- Initial deposit agreement
- Schedule of service charges
- Monthly statement and cancelled checks
- Personal identification number (PIN) for bank account
If you are the payor, copies of cancelled checks can serve as a record of your child support payments.
If you're the recipient of payments, keep a copy of the check or log of the payments.
- Records of child support payments
- Documents and correspondence
To help organize your receipts for warranty items, file original purchase receipts (along with the warranty and instructions for the item) in the "Warranties" P-21.
You can setup a file called "Credit Cards - List" and make a list of your credit cards, account numbers, and emergency phone numbers if you need to report lost or stolen cards.
Create a separate file for each credit card e.g., Visa 1234, MasterCard 9876, and Amex 5555.
- Monthly statement
- Credit card protection policy
- Receipts for purchases or credits
- List all credit cards and account numbers, plus phone numbers if cards are stolen.
If you receive a credit report and find errors which require resolution with the CRA or creditor, you'll need this file. Keep copies for future reference.
- Copies of credit reports (I use the format
CRA Name Date Confirmation numbere.g.,Equifax 2013-12-31 987654321.pdf) - Copies of letters concerning your credit report
- Names and contact information for CRAs and creditors
If you or a member of your family attends a private school or college, all expense receipts go in this file.
You may want to separate the file into different folders by name of school or name of person attending school.
Refer to this file when prepare your tax return. Ask your account which expenses are tax deductible.
- Textbook receipts
- Housing expenses (after paid)
- School/college/tuition bills
Articles and other information about estate planning can help plan your future for the future in regard to property, wills, life and health insurance, tax implications, etc.
If you are the executor, executrix, or beneficiary of an estate, you will want to setup a separate file with the name of the estate indicated. If you have power of attorney for a friend or relative, setup an "Estate" file for correspondence and papers related to that authority.
- Power of attorney
- Assets list for each estate
- Estate planning information and articles
- Specific data on estates to which you are a party
If you interview multiple financial planners, keep their proposals until you have chosen one.
Put articles about changes to tax laws, financial planning, and other items of interest in this file.
- Assets list
- Trust agreement
- Copy of financial plan
- Names of financial planners
- Articles about financial planning
The "rental log book" referred to in the file contents below contains records of your tenants’' payments to you as owner.
Create additional files as needed for repair and maintenance, insurance, warranties, service companies, and other documents that relate to your income properties.
Label each property by address.
- Tenant applications to rent
- Rental lease forms and checklist
- Rental log book
- Repair/maintenance log
- Deed copy (original in safe deposit box)
- Closing document copies
- Limited partnership documents (originals in safe deposit box)
This file is the central location for all your personal income documentation in anticipation of current year tax preparation.
If your paystub shows cumulative totals, keep only the recent one and discard the others.
If you win any prizes or cash during the year, remember to keep those records for any tax reporting.
- 1099s
- W-2 forms
- Payroll stubs
- Other income records
- Dividend and interest earned records
Investments are made in many different forms as shown in the list below. Keep in this file information about investments you may want to pursue in the future or which ones you want to discuss with your advisor.
Make a checklist showing maturity dates for each CD or other dated investments and put the dates on your calendar as a reminder to shop current rates. Keep originals in a safe deposit box.
Keep cumulative records of your transactions on mutual funds and other investments. After you sell securities, keep the related papers with your other tax records for that year.
Store appraisals of artwork and collectibles in your safe deposit box or other secure location.
- 401(k) information
- Mutual funds information
- Articles about investments
- Artwork investment records
- Money market accounts, CDs
- Stocks, bonds, broker records
- Names of investment advisors
- Statements and confirmations of trades
- Prospectuses and shareholder reports
- Reports of your transactions on any of the above
This file pertains to personal, auto, furniture, consumer, and other types of loans. If you have more than one loan, create separate subfiles for each load.
- Correspondence
- Monthly statements
- Personal financial statements
- Copy of signed loan agreement
Use this file if you have no medical insurance and you pay your own medical bills. You can use these receipts to determine what tax deductions apply.
If you have medical insurance, see the Medical/Dental Insurance file in the Taxes/Insurance category.
- Prescription receipts
- Medical and dental bills (after paid)
File tax deductible receipts in the Income Taxes - Current file under the Taxes/Insurance category.
Label the folder for your mortgage or rent payment with the address of the house or apartment.
- Mortgage payment schedule
- Correspondence or notices from the lender
- Rent receipts (after paid)
- Correspondence or notices from the landlord
In this file you consolidate copies of all statements for these professional services. You could deduct some professional fees for tax purposes.
Setup files as necessary for different professional services by type and provider name.
Examples include legal, financial planning, bookkeeping, accounting, and so on.
- Invoices
- Statements
- Correspondence
Keep reports of transactions. Records pertaining to non-deductible IRA contributions, including IRS Form 8606, should be kept indefinitely.
If you have a lot of this information, create separate files as needed.
- Annuities
- IRA/Keogh documentation
- Retirement and pension plan information
Both savings account and savings bond records are placed in this file. Keep the most recent statement plus the statement for the past December.
- Savings bonds
- Deposit agreement
- Signature card copies (do banks give you a copy?)
- Monthly statements for savings accounts
- Employee savings plan, statements, and information
Keep your social security card in a secure place i.e., safe deposit box.
You can obtain a record of your earnings directly from the Social Security office at no charge to you via ssa.gov.
- Social security information
- Social security earnings statements
- Correspondence
After you pay for a subscription, note the term (one year, two years, etc.) on your paid bill and put it in this file.
Also, make note of the date you expect to receive your first issue of the periodical. If you question whether a subscription has expired, you can check your Subscriptions file.
Renewal notices are sent months in advance of the expiration date. Many publications put the expiration date next to your name on the mailing label. Compare that date to the records kept here to help with your renewal decision.
- Streaming media, magazine, newsletter, and newspaper subscription bills (after paid)
Create a file for your telephone, cable and/or ISP and file your contract agreement and paid bills here.
Remember to take notes when you make changes to or ask for a credit on any of your services. Get the name of the person you talk with, the date, and any details of your discussion.
If you have a home office which qualifies as a tax deduction, use bills to document your claims to the IRS.
- Water, sewer, gas, electric, and trash service bills (after paid)
- Insurance policy(ies)
- Premium bills (after paid)
- Claims and claim forms
- Agent's contact information
Make sure to keep receipts for any items covered under a homeowner's or renter's insurance policy.
- Premium bills (after paid)
- Claims and claim forms
- Agent's contact information
- Homeowner's or renter's policy
Temporary storage place for deductible items collected during the year as well as general tax information needed to support tax return preparation. All receipts or documentation for deductions taken on a tax return should be stored with that year's tax return copy for easy access in case of an audit.
- Tax plan
- Blank tax forms
- Moving expenses
- Deductible receipts
- Completed K-1 tax forms
- All current tax information
- Business, education expenses
- Articles and general tax information
- Professional dues and subscriptions
- Record of contributions to charities
Copies of tax returns and supporting documentation (receipts, records, logs) grouped by year.
Original policies should be kept in a safe deposit box. Separate file for each family member.
- Policy
- Premium bills (after paid)
- Claims and claim forms
- Agent contact information
Keep a copy of reimbursement statements in "Income Taxes - Current Year" if claiming a medical deduction. If you have to settle old claims or document coverage of pre-existing conditions, keep related insurance policies even after they expired. Setup folders by "insurer" or "family member" as appropriate.
- Policy
- Premium bills (after paid)
- Claims and claim forms
- Benefits booklet, brochures
- Agent contact information
- Correspondence
- Medicare information
- Medicare claim forms and statements
This insurance may be used to pay your home mortgage if the insured person should die before the home is paid off. Label by person.
- Policy
- Premium bills (after paid)
- Claims and claim forms
- Agent contact information
If you ask for a reassessment of your property taxes, you may have other papers for this file. Your cancelled check is proof of payment. One file per property.
- Property tax bill (after paid)
- Tax assessment
- Correspondence
Discard cancelled or expired policies and amendments only after any outstanding claims are settled. One file per vehicle.
- Policy
- Premium bills (after paid)
- Claims and claim forms
- Accident reports
- Agent contact information
This file contains information related to charitable, political, professional associations, volunteer agencies, or other member organizations.
Create a separate file for each organization.
- Newsletters
- Events calendar
- Membership directory
- Volunteer organizations
- Union membership information
- Committees, meetings, and workshop information
- Book reviews
- Order blank
- Club addresses
- Correspondence
- Record club information
- Copy of signed club contract
- Internet and website information
- Hardware records
- Software records
- Articles of interest
- User group information
- Repair services
- Consultants and training services
If you collect many decorating ideas, you will probably frequently file things here.
Separate the file into different folders for areas of interest, such as kitchen and bathroom decorating ideas.
- Articles about remodeling and decorating
- Ideas and pictures from magazines
- Names and contact information of decorators, contractors, and specialty stores
Special notes might include the date and purpose or theme of the party, who attended, what you wore, what food you served, and any special happenings at the party.
- Party ideas and menus
- Decorations
- Party guests invited and who attended
- Special notes
- Catering service name
Some organizations send monthly calendars that you may want to keep here. If you coordinate your family's annual reunion you can keep that type of information here until needed.
Create separate folders as needed, using the items listed below.
- Theater and symphony calendar
- Sports calendar
- Business events
- Family activities
This file can serve as a temporary place for recipes, especially ones you pull from a newspaper or magazine, until you want to record them on recipe cards or in a recipe book.
Separate your recipes into folders with labels like "Vegetables," "Dessert," etc.
- Recipes
- Cooking classes
- Wine lists and pairings
Another idea: take photos of attractive landscapes and flower gardens to put in this file. Then you have a ready reference for when you want to create something new in your own landscape or flower garden.
- Nursery contact information
- Articles, notes, and so on.
When you see an item that would make an appropriate gift for someone on your gift list, make a note of it in this file.
Keep a record of gifts you have given so you won't repeat the same gift to the same person.
- Holiday gift list
- List of gifts given and to whom
- Thank you cards from recipients
- Trainers' names (cards?)
- Nutrition information
- Health articles
- Personal fitness records/evaluations
- Club exercise schedules and hours of operation
- Aerobics, swimming schedules, etc.
- Log of exercise goals and accomplishments
- Athletic and health club brochures and newsletters
If you're an avid hobbyist, store records here.
- Art shows
- Craft ideas
- Articles
- Hobby information, user groups, calendars, schedules
- Household cleaning hints
- Stain removal procedures
- "How to" hints
- Inventions
- Articles regarding ideas and businesses
- Creative ideas for a business, product, book, etc.
This file may serve as a temporary holding place for things you will place into your scrapbook or other memories book. You may want to make separate files for different family members.
- Scrapbook items
- Mementos, keepsakes
- Letters from friends, relatives
Update this information as required. Replace shot records every six months or year, whenever your pet has new shots.
Photos of pets, updated every six months, can serve as a valuable resource if your pet is lost or stolen.
- Kennels
- Shot records
- Medical records
- Photos
- Pet registration records
- Copies of pedigree records
- Groomers' contact information
- Contact information of buyers for your litters
- Vet contact information, especially emergency numbers
Create a separate folder for each mission you go on.
- Confirmation
- Bar/Bat mitzvah
- Baptismal records
- Religious membership directory
- Schedule of religious services
- Hairstyles
- Wardrobe ideas
- Stylists' contact information
- Articles on self-improvement and goal setting
- Course information on self-improvement
- List of favorite cosmetics, fragrances, and where to buy
- Mall directory
- Store locations
- Merchandise information
- Consignment stores
- Best time to buy hints
- Country clubs
- Functions, events
- Fraternities, sororities
- Dance clubs
- Dating, singles, and activity clubs
Use this file as an aid for speeches and presentations you make or for personal items, such as jokes and anecdotes you want to remember.
- Copies of speeches and presentations
- Ideas for speeches
- Jokes
- Humorous stories and anecdotes
Fishermen keep logs of the fish they caught, time of day, weather conditions, etc. Similar logs may be kept for your sport and stored here.
- Team schedules, photos, and memories
- Information and articles about fishing, hunting, tennis, softball, baseball, golf, volleyball, hockey, handball, etc.
Keep copies of these until the sweepstakes or drawing is over.
Hint: as you're filing a recent entry, look at the dates on previous entries and discard expired ones.
- Copies of sweepstakes, raffle, or drawing entries
Packing lists can be made for specific types of trips, such as winter, summer, or business trips.
Don't travel without copies of your medical and eye prescriptions.
- Travel brochures and itineraries
- Packing lists
- Airline and hotel contact information
- Frequent flier information
- Maps
- Airline, rail, bus schedules
Revisions to consider