Dealing with Paperwork

March 22, 2017
If you look down at the bottom half of this post, you'll see what I used to do at the first of every year. In reviewing it today, I realize that so much has changed.  In the past, I had a manila folder for every account.  Now I have a scanner, and while I do still have a few paper files, most of my paperwork is managed in the folders I maintain on the scanner.  I love it because if I can't find it in the folder where I think I put it, I can do a search.  It's so much easier than sorting through an entire file cabinet.
Here's my process for handling paper.  Maybe you'll have another way of doing it that works better for you.

1.  When the paper comes in, if it has anything to do with money, I enter it in Quicken, and then I scan it.

2.  Once it's scanned, I put a check mark in the top corner, and put it in a folder that simply says, "Receipts - 2017."

3.  When I have paperwork that relates to household goods, like appliances or warranties and receipts on small appliances, I put it in a notebook.  I have page protectors inside, so I just slide the paperwork inside the protector.   Lots of times I enroll for the warranty online, so I will not only save that confirmation email, but I will also "print" to the scanner.  That way I never have to print it on paper.

4.  I have eliminated a lot of paper by stopping paper statements.  I do all of our banking online, and even our credit card statement is electronic.  Once again, I "print" it to the scanner, then balance it in my Quicken account, and schedule the payment.   Throughout the month, I have checked the balance online and entered the charges in Quicken as I go, so the balance isn't usually a big surprise. I know how much I can spend and still be able to pay it off each month.

5.  I do keep a paper file for our automobiles and a few other things where we have a lot of paperwork.  If possible, I scan it so there's always an electronic copy, but in some cases, like information from opening a new bank account, it doesn't seem worth it.

Since I've talked so much about using the scanner, I should mention that I'm using the neat desktop scanner shown here.   I am really happy with it and wish I'd bought it years ago!  I can put a stack of receipts from Home Depot, for instance, in the "receipts" slot, or use the "cards" slot for business cards.  I no longer have to keep a stack of business cards on my desk.




So what are YOU doing to cut down on the amount of paper you manage?

Joyce



2012.  It's tax time.  Well, almost.  I've started the process of moving last year's files into a different space and replacing them with files for this year.  Many of the file folders will be the same, and in duplicating the folders, I realized that I also have files on appliances and household items.   That's not something I want filed away in a closet.   It occurred to me that maybe they should all go into a binder that anyone might be able to find.  I think binders have a useful purpose and they help me feel oh, so organized.

1.  I had an empty binder on my bookshelf, so I started by filling it with page protectors and the even cooler ones that have pockets on each side.       

2.  I pulled file folders out of the drawer and put the contents of each  one in a page protector/pocket.

3.  I used my handy, dandy label maker and made a label for the binder.

4.  I'm still thinking about whether I need to make a label for each page protector/pocket.  I'm thinking not, since you can easily see the contents.  I might want to use the protector for something else some day.   Okay.  Eliminate #4.

5.  While I was at it, I browsed through the information I was "filing" in the binder.  I realized I had at least one warranty card that had never been filled in.  Good time to do that while it's in front of me.

6.  I put the binder on the bookshelf in my office along with other "preparedness" books.    Should be a good place to keep it since I refer to those books often.  It feels pretty good to have all of that information in one place.  Since I do have some new appliances this year, and have required some minor work while still in warranty, I've already had to refer to this paperwork.  Fortunately, the first time around, I wrote in the information that was required, so it should be even easier if there is a next time. Now that I'm finished with that project, I'm ready to tackle something else.  I've eliminated a handful of manila folders from my file drawer.  Maybe now I'll go through last year's bills and see what I really need to keep.  Utility bills?  Doubtful.

What are you doing this year to make your information more accessible?

Joyce

Funeral Ideas

I attended a funeral this week and the talks were so great that I actually took notes so I could go read the full messages.  Here they are.  All can be watched online.

To Die Well - Sterling W. Sill

Two of the most important events in life are birth and death ...

Grateful in Any Circumstances - Dieter F. Uchtdorf

Everyone’s situation is different, and the details of each life are unique.  Nevertheless, I have learned that there is something that would take away the bitterness that may come into our lives. There is one thing we can do to make life sweeter, even joyful, and even glorious.  We can be grateful.

Your Four Minutes - Bishop Gary E. Stevenson

A Latter-day Saint’s pathway to eternal life can be compared to an Olympic athlete’s four-minute performance, said Bishop Gary E. Stevenson.

Music:
Come Unto Christ - LDS Mutual Theme 2014

My friends think that I am obsessed with death.  I am not really too excited about experiencing it, but I'll admit that I'm curious about it.  I also like attending a good funeral where the Plan of Salvation is preached.

Red Cross Advice

The Red Cross recommends the following safety steps and tips to prepare for a hurricane.    

Click Here

Prepare for Hurricanes and Flooding

A friend of mine sent this email out to her mailing list.  I'm posting it without edits because I think the information is great!  Glad to know there are so many out there who are not only prepping for themselves, but trying to help encourage their neighbors.  What a great idea for those who are new to the area. 

if you're new to Houston, there are things you might like to begin thinking about now on hurricane preparedness for your precious family history documents / photos, etc.! 

in an apartment, planning may be different than for a house - and frame house dwellers may need some different planning than folks in brick houses ... but fortunately, there's usually some "lead time" before a storm makes landfall. you may get a couple of days to prepare - but you shouldn't COUNT on that (nor should you count on being able to buy items in the store to DO preparing, once a warning has been issued - things can sell out fast).

houston is mostly sandy and water generally seeps down or runs off quickly -- UNLESS it comes in a hurricane, at which time it can arrive in such heavy/lengthy downpours or steady/horizontal rains as to cause destruction and flooding most anywhere.

so, especially during storm seasons, you probably shouldn't routinely store one-of-a-kind photographs or original/important documents near areas that could be breached by heavy winds and rain:

- near a door or window (possible problems if glass or hinges break)
- on the floor (possible flooding)
- near roof eaves, or in an attic (possible structural damage)
- in closets with sprinkler systems (possible accidental activation during emergencies)

in an apartment, it can even cause a problem if docs/pix are stored near an outer room wall -- under eaves or between the slab and flooring are high-risk areas for water damage, and in worst case scenarios, a lot of exterior wall damage can occur.  so keeping treasured items in an interior room wherever possible - and up off the floor - is often safer.

and while it's not good for them to be KEPT in plastic - if a hurricane has been predicted, stowing photos in large stearlite or rubbermaid plastic tubs, along with a few silica gel packs, could offer some extra damage protection against rain/moisture.  there have been instances when after a storm passed the power was out for a lengthy time period (for days or even weeks), and in those cases very hot, humid conditions can develop.  during such times, even photos that seem secure in plastic tubs may be damaged by condensation, unnoticed leakage, etc.  if you have large plastic bags (gallon size ziploc bags or zippered pouches for bedspreads/quilts), you can stuff those with photos and THEN put them in the tubs.

if your old photos haven't yet been committed to online photo albums, you might also think about keeping negatives SEPARATE from photos.  If you have a bank safe deposit box (or water resistant in-wall home safe), one of those might be a good choice for storing negatives.  Then if you lost photos you'd still have negatives, or vice versa!

Planning a Funeral

My sweet brother in law, George, passed away recently  He'd been in a nursing home for a few years dealing with the effects of  Parkinson's Disease, but then he took a turn for the worse.  On  Monday, Hospice was called in and by Wednesday, he was gone.  It was a blessing  for him, but a terrible loss for the ones left behind.

We made preparations to drive to Kansas City.  I packed my portable office and my suitcase, and we were on the road Thursday morning for the 13 hour drive.

On Friday, we gathered with his wife and children to plan the funeral.   I sat with pen and paper and started  asking questions.  No one knew where to start or what to do.  Fortunately for them, I've had some experience with planning funerals,  so I scribbled an agenda and then filled in the blanks.  They were happy to have  someone just tell them what to do.  When you're grieving, it's just not possible  to think clearly.

Funeral Service  Agenda

Opening Remarks - Thank you for being  here today to celebrate the life of George A. Pierce

Opening  Prayer given by family member

Music - A hymn  chosen by the family and performed by someone the funeral home  provided

Eulogy -  I asked for a copy of the obituary  and then softened it up a bit to work for the eulogy.  I also asked more  detailed questions so we could share more about his life.  (You don't say much  when the newspaper is charging you by the word!)

Invitation -  for friends or family to come forward and share how George touched  their lives.

Music - A little non-traditional, but the  family wanted to play George's favorite country song for him one last time.  We  also thought it would lighten things up and reflect George's sense of humor.   The song was, "She Thinks my Tractor's Sexy," by Kenny Chesney.

Closing Prayer given by a family  member

The End.   The person conducting thanked everyone  for coming and invited them to come to the grave site.

At that point, the  funeral director came in and gave directions on how to exit the building and get  to the grave site.

At the grave site, we wanted a  prayer and to dedicate the ground where he would be put to rest.  We did a  Google search for the "ashes to ashes" scripture and found one in Genesis.

At that point, we dismissed and invited family to join us at the church where a nice meal had been provided for us.

I hope it's a long time before you have to help plan a funeral, but thought I'd  post this anyway.  Maybe it will be helpful to someone.

Rest in Peace,  George

Update and Back Up

I read one time that when Frank Sinatra's son was kidnapped, he couldn't even call for help from a pay phone because he didn't have a dime in his pocket. It certainly wasn't that Frank was broke - he just wasn't prepared for an emergency that would require dimes! From that day forward, he always carried ten dimes, and when he died, they buried him with ten dimes in his pocket. Just in case. Usually when we think about being prepared, we think of having food, fuel, and any other necessities that would keep us alive while we are displaced, but what if there was a national emergency, or a natural disaster? What if you, your spouse, or one of your children required immediate medical attention?

In the midst of a crisis, you wouldn't have time to rummage through drawers and boxes to find what you need. Even if you have a neatly organized filing cabinet, you can't strap it to your back and haul it with you. What you need is something portable that you can grab on your way out the door without even thinking about it.

In my front hall closet I have a backpack that I bought on sale for $5 a few years ago. In it, I have a few essentials like a change of clothes, a small first aid kit, a bottle of water, a snack, a waterproof bag (Ziplocs work fine) with paper and pen, my name and address list, some cash - both bills and change, and a workbook that has all of my important personal and financial information recorded in it.

That workbook contains the following:

1. Personal information that would be helpful to someone else if I couldn't communicate for myself. Vital statistics, professional and military records, a copy of my will and location of the original, a list of people to notify and last, but not least, any funeral instructions. I even have a copy of my marriage license and social security card so I can prove I'm who I say I am! When a disaster strikes and an entire area is in chaos, this information will be important.

2. Financial information that includes account numbers, phone numbers, balances and locations of checking and savings accounts and credit cards; investments, employee savings plans, profit sharing plans, retirement programs, trust accounts, loans receivable and payable, automobiles, insurance - life, health, medical, disability, and medical. If you've just lost everything you own, or face the chore of sorting through what's left and tossing it in the dumpster, you are just not mentally capable of recalling all of the information you will need.

3. A CD, or flash drive, with pictures of my home as it stands now and the furnishings inside. I used my digital camera to take photos of these things because it's safer than using film that needs to be developed. The fewer number of people who know the contents of your house, the better. If you have a video camera, go through the house, open cabinets and drawers, and tell about the items as you're filming them. Talk about how great grandma's china came over on a ship from France when she came to America. Tell why that cookie jar means so much to you.

4. A CD, or flash drive with copies of documents and receipts that have been scanned takes much less room than a filing cabinet and is portable.

5. Photos of my family. Everyone has a cell phone these days, and who doesn't have pictures of their loved ones?  You never know when you might need a picture to identify someone who is missing from your group.

6. A flash drive containing a backup of my bank accounts that are managed in Quicken. If my computer crashes or is destroyed, I can always find the software to open my accounts. Inside this backup is valuable information for insurance. As I record purchases, I do a general itemization of the receipt, and this would be a great way to report the contents of your home if you had to prove it. Especially helpful on large purchase items, but I also use it for clothing.

7. A flash drive with a backup of My Documents from my computer. Since I run my business from home, I would basically be out of business if I lost all of my correspondence and other documents.

When I go on vacation, I make sure the backups are stored in my waterproof and fireproof safe.  

You just never know when you may have to leave your home in a hurry. Emergencies, like accidents, are never scheduled. They just happen. If you don't have a preparedness pack in your home, then what are you waiting for? Take some advice from Ol' Blue Eyes himself and be prepared!

Don't Let the Courts Decide

March 18, 2017 marks the 12th anniversary of Terri Schiavo's death.  It might have been avoided if Terri had put her wishes in writing.  Read more about Terri Schiavo here

We need new legislation that protects those who cannot act for themselves, and are not being kept alive by life support. People like Terri who never put their wishes in writing. In the meantime, there is something you can do for yourself and your loved ones. Complete and sign these documents and have them witnessed by two people who are not related to you, or who will not benefit in any way from your death. Copies can be obtained at your nearest hospital, or you can find them online by doing a search for these documents for your state.

• Advance Directive
• Medical Power of Attorney

All They'll Need to Know is a book that is designed to guide you through the process of recording vital information. 

All They'll Need to Know is a 32-page booklet filled with forms that simplify the process of writing down not only personal information (funeral instructions, who to contact, distribution of personal effects), but financial information that will help the family when you can no longer act for yourself. It is a resource handbook that, once completed, will enable family members to make confident decisions according to your wishes. It will help relieve some of the stress in making decisions and will help save money because your survivors won't make irrational decisions at the time of need. 

All They'll Need to Know provides forms for vital statistics, professional and military records, funeral instructions, names of those to notify, as well as financial information regarding checking and savings accounts, location and contents of safe deposit box, certificates of deposit, stocks, bonds and mutual funds, savings plans, retirement programs, trust accounts, real estate, loans payable and receivable, insurance, and even information on your automobiles and credit cards. 

This book is available as a download through my Etsy shop for $14.95.   Only one is necessary for a couple.

 

One Week to Live

I guess I'm old enough now that it's not that unusual for people younger than me to be dying! In the past month I've been to a funeral for a 20 year old who died in his sleep from cardiac arrest, another man close to my age just died two weeks after learning he had Stage 4 cancer, and just this week, the son of a friend died in his sleep. Reason for death has not yet been determined. 

While we'd all like to just slip away in the middle of the night, hopefully pain-free and unaware that we've even left this world behind, the passing still leaves a huge void in the lives of those who loved the one who died. I'm the one who's always encouraging people to record the information that will help their loved ones continue after they're gone. While I do believe that being prepared helps remove a huge burden from the family, I believe there are other things that are even more important. Here are a few suggestions. I believe they're listed in the order of importance. 

 1. Get yourself straight with God. If you're carrying the burden of sin in your life, repent and ask to be forgiven. If those sins are of a more serious nature, confess them to your clergy and ask for help. There are steps to be taken. While it's better to ask forgiveness on a daily basis in your prayers, confession at any time means that you recognize your sins and are willing to do whatever it takes to leave them behind. Don't drag them with you to the Pearly Gates. 

 2. Make sure your relationships are in order. If someone has hurt you, go to them and offer them your forgiveness. If you've hurt someone else, let them know you've forgiven them. When my mother was dying, the hospice nurse encouraged us to get it all out while we still could. We spent the next month apologizing and reaffirming our love for each other, and by the time she passed away, both of our hearts were lighter. 

 3. Write letters. Put your feelings in writing. Loved ones appreciate having a piece of you to hold on to after you're gone. If your family is really lucky, you've been keeping a journal that will give them a record of your life. 

 4. Make a video. Some people just can't write. You don't need a script. Just turn on the video and start talking. Your family will love being able to see you and hear your voice when time starts to steal those memories from them. 

 5. Be positive. This isn't the time to tell people what's wrong with them. Give them something positive to hold on to. Let them remember you as someone full of courage -- someone who ENcouraged rather than DIScouraged. 

 6. Make sure you have a will written in the state where you live and that it is current. Don't leave the family fighting over what you've done, but make sure your wishes are carried out by an executor you can trust. If there are minor children, be specific about what you want for them. 

 7. Make sure your life insurance policy has the correct beneficiary. Won't make your current spouse very happy if you forgot to change it after your divorce. 

 8. Plan your funeral. Encourage your family to use this as a celebration of your life. Choose your speakers. Choose the hymns. Pick your casket. Make sure they know if you have a cemetery lot or have already made arrangements. Tell them what you want your headstone to say. One of my personal favorites is, "I told you I was sick." 

 9. Designate who gets what. Let your family know how to distribute your possessions. If Grandma's handmade quilt was promised to Abigail, make sure it's written down. If Susan is the one who's been promised your wedding ring, she'll need more than your verbal approval once you're gone. Put it in writing. 

 10. Be sure your spouse has the information they will need to handle the estate. This is the time to share any secrets you've been keeping about insurance policies, bank accounts, or money that's hidden behind the wall. You can't take it with you, anyway, so let your family know. It might be the very thing that keeps them from losing the house. 

They say that a dying man never regrets not spending more time at work. Instead, he regrets not spending more time with his family. So it makes sense that if you knew you were dying, or that your time was limited, you would forget about the daily grind and focus on your family. Getting your relationships in order should be your first priority. Not only do you not have control over your own mortality, but you don't have control over the lives of others. We always think we'll get around to saying or doing this or that, but if you talk to someone who's suffered a loss, they will all tell you there's so much more they would have done, if they had known they wouldn't be with that loved one again. Maybe it's just that final hug as they walked out the door, or the final "I love you," as they drove away. Whatever it is that you need to do to make things right with your loved ones, do it now. The clock is ticking and unlike Superman, we don't have the ability to rewind and change the course of history.  

How to Replace Crucial Documents

When you start gathering documents to record in your copy of All They'll Need to Know, you may find that you're missing important documents.  

Since I always recommend that you store the document with the recorded information, this article will help you get copies of those that you may not have readily available.

How to Replace Crucial Documents 

Thanks to my friend, Pat, for passing this information along to me! 

 Joyce    

10 Facts Funeral Directors Don't Want You to Know

10 Facts Funeral Directors Don’t Want You to Know

By:  Ellen Goodstein – www.bankrate.com

1. Shopping around for funeral services can save you thousands of dollars.
   1. Funeral directors must provide a price list
   2. Shop around.
   3. Get price lists by phone or in person from at least 3 funeral homes before making a decision.
2. Funeral directors are not clergy.
   1. They’re in the business to make money
   2. Be sure they are licensed and have a good reputation
   3. Speak with the funeral director before visiting
3. Embalming is rarely required when the person will be buried within 24-48 hours.
   1. US & Canada are the only countries who embalm.
      1. Centers for Disease Control says embalming doesn’t serve any public health purpose
      2. Refrigeration is a legal alternative – just as good if not better
      3. Embalming not required for viewing – except in MN
      4. Know your rights!
4. Seeing your loved one prior to burial without the benefit of embalming will not leave you with unresolved grief issues.
   1. This is a myth!
   2. Embalming is extremely invasive – it is a temporary cosmetic and preservative process.
5. Sealed caskets cannot preserve a body
   1. The cost of “seals” is about $12.
   2. Sealed caskets cost hundreds of dollars more than unsealed caskets.
   3. Caskets cannot protect or preserve the body!
   4. Sealer vaults offer no advantage except to the income of the funeral director.
6. A funeral provider may not refuse or charge a fee to handle a casket you bought elsewhere.
   1. You can buy a casket from anyone.  Even the internet.www.journeycaskets.com
   2. Federal “funeral rule” says it is illegal to charge a handling fee if you bring your own casket.
7. You don’t need to spend more than $400 to $600 for a modest casket.
   1. A $1295 casket can be purchased wholesale for $325
   2. Low-priced caskets hidden or ordered in ugly colors
8. You do not have to buy the whole bundle of services
9. You can plan and carry out many things on your own to honor your loved one without paying for services from a funeral home.
   1. Save money by doing it yourself
   2. It’s more personal
10. Local funeral and memorial societies can help consumers find ethical establishments and often negotiate discounts for their members.
    1. Funeral Consumers Alliance – 115 chapters in 46 states
    2. Run by volunteers
    3. Have info on local funeral homes & price surveys
    4. In Houston, the FCA of Houston is at 5200 Fannin.
    5. Phone:   713-526-4267   or   888-282-4267