Paperwork is a big problem for many people and no one likes to file. And did you know that, in general, people only need to keep 20% of the paperwork they have? Paper can be manageable if you know what to keep and for how long. Just ask yourself these questions:

• Am I legally required to keep it? (i.e., vital records, tax documents)
• If so, for how long?
• Will I actually use it/refer to it/need it?
• Is the information still current?
• Can it easily be replicated if needed again (i.e. found on the web)?
• Is it a duplicate?
• What’s the worst that can happen if I toss it?

Now that you’ve decided if something’s worth keeping, here are some guidelines for how long to keep it:

• Permanently: Vital records including birth/death/marriage/divorce certificates, wills, military records, passports & social security cards should be kept in a safe deposit box. Diplomas, very special memoribilia, medical records (not bills) can be kept at home permanently.
• As long as you own it, then shred: Car title, house deeds, owner’s manuals, warranty receipts, household inventory list, stock certificates (in a safe deposit box)
• 7 years, then shred: Tax returns
• Until the next one comes (generally quarterly or annually), then shred: Investment statements, Insurance agreements & in-network directories, Social Security statements, school schedules
• 1 month: Monthly bills (unless it’s a tax deduction, then 7 years), receipts (once you’ve reconciled), magazines, coupons (until they expire), event announcements (once they pass)
• Daily/weekly: To Do lists, handwritten notes that are out of date, contact info (this should get entered into your address book whether paper or electronic), newsletters
• Never: Junk Mail, flyers, magazines you won’t read, coupons you won’t use, invitations for events you won’t go to. Toss these in the outdoor trash so they never enter your home.

TIP: Most banks have electronic statements and many now keep 3-6 years worth in archives so you don’t need to keep the paper bank statements once you’ve signed up. Also, investment companies can send electronic statements & you can sign up to view statements & prospectuses online so you can shred or toss these as well.

Now go blast through those piles and enjoy a clean desk!

I love the new Public Storage commercial that just came out about how a family’s junk drawer grew to take over a now crowded closet, then mushroomed into a cluttered and unusable garage. Many of my clients tell me they don’t know how things got out of control so fast and I think their ad agency hit the nail on the head. And then they try to sell you a way out — find freedom from your clutter by renting a storage unit.

But here’s the thing…you’ve already spent so much money on the stuff that’s cluttering your home, why waste more money on a monthly bill to store stuff you’re not using anyway? In my area, a 10′x10′ unit (which supposedly holds enough to furnish a 1 BR apartment) runs anywhere between $75-$135/month!!! On average, that’s over $1260/yr…EVERY year!

A cheaper and more effective long term solution is to hire an organizer. We help you figure out what’s really imporant to you, get your space organized, then coach you how to prevent being overwhelmed by clutter in the future. That’s a potential savings of over $6300 in storage fees over 5 years and some significant cash!

We start with identifying your goals and what it is you’d like to achieve with both the function of the space, and your lifestyle goals.

Then we begin the sort & purge process and ask our clients questions about why they’re really holding on to things. Sometimes it’s an easy decision to find another home, donate or trash items and sometimes it’s a little more difficult to let go, but we’re trained to help; we know what questions to ask and when to challenege you to help you reach and maintain your goals for a clutter-free space.

After we’ve identified what’s important to keep, see how much you have, and figure out how you “tick,” we can pick the right organizing solutions to fit your lifestyle and space. We help you store your precious items properly, then we figure out the best way to maintain it.

And throughout the process, we give advice and “tips & tricks” to help coach you how to live a more organized lifestyle that will prevent the clutter from overwhelming you and your spaces again.

So although storage may seem like a quick and easy option, it’s not a long term solution. And it’s been my experience that once people have a storage unit, they keep filling it up until they have to rent a bigger and more expensive unit. Hire an organizer instead and use the money you save to do something fun.

Did you know that, in the U.S. alone, over 3.7 million trees are killed each year just to make receipts? Want to be eco-friendly and organized at the same time? We can help get your receipts and business cards scanned, categorized, and online for easy access.

Little Virgo is affiliated with Shoeboxed.com’s Receipt and Business Card Mail-In Program. You’ll receive a pre-paid envelope to stick your bundle of receipts and business cards into, then put in the mailbox! Your receipts and business cards will be scanned into your online account, automatically categorized, and sent back or recycled. You’ll also get a new envelope in the mail for your next batch of receipts and business cards. Think of it as NetFlix for your receipts!

Click here to sign up!

Choose one of our unlimited, monthly plans.
No long term contracts. Change your plan or cancel at any time.

All accounts come with:

• Unlimited Free Space
• Export to Quicken, Excel, PDF expense report, CSV
• Itemized tracking from receipts
• Spending charts and analytics
• An email address for online shopping

	Business $49.95/month Annual plans get 2 months free!	Classic $19.95/month Annual plans get 2 months free!	Lite $9.95/month Annual plans get 2 months free!
Receipts & Business Cards Scanned	500/mo	150/mo	50/mo
Free Catch-Up Scanning	1000 Receipts (with annual plan)	500 Receipts (with annual plan)	250 Receipts (with annual plan)
Turnaround Time	1-2 days	2-3 days	3-5 days
Use our Prepaid Envelopes	Yes	Yes	No
Receipts You Upload	Unlimited	Unlimited	Unlimited
Email Receipts	Unlimited	Unlimited	Unlimited
Backup CDs	Included, Quarterly	Optional	Optional

How long does it take to process the receipts and business cards I mail in?

Never more than two business days after receiving your envelope, unless your receipts are heavily wrinkled, folded or contain staples.

Can I download my receipts and business cards?

Yes, you can download your receipts to PDF (with receipt images), Excel, Quicken, and CSV formats. You can also download your business card contacts to CSV, which you can import to many places, including Outlook, Salesforce, Gmail, Hotmail, Yahoo, Apple Address Book, Act!, LinkedIn, and many other programs and websites that organize contact information.

Are my receipts secure?

Yes. Even though most receipts, by law, do not contain social security numbers or credit card numbers, we take security very seriously. Shoeboxed.com uses the same data encryption technology as major banks: 128-bit SSL. Online security and privacy are actively monitored by leading experts such as TrustE, McAfee and Thawte. We log all visits to the site and we maintain regular backups of all the data we store and backups are housed in a secure location. The physical receipts are kept under lock and key in a secured facility. All Shoeboxed employees must also pass criminal background checks.

Who is this service for?

The majority of our customers use Shoeboxed to track their personal expenses or expenses for their small business. Many of our customers are frequent business travelers too.

Why do people use Shoeboxed?

The number one use of Shoeboxed is to track paper receipts. Not only do our customers want to track their spending, they also want secure backups of their receipts. If you’ve ever lost a receipt, you know that Shoeboxed can help with book-keeping, tax returns, warranties and insurance claims.

Do I still have access to my receipts and business cards if I cancel my account?

If you cancel your Lite, Classic, or Business account you will still have access to the Shoeboxed.com tools and to your old receipts. If your account is canceled, we will not scan or process any new receipts for you.

It’s not your fault if you feel frustrated by filing! Most filing systems take too much time to file, hide the papers you often need, and require unnecessary maintenance. It’s no wonder many of us resort to paper piles! The problem is not with you; it’s the filing system you’re using. The solution is to eliminate all file maintenance, reduce your file time dramatically, and accelerate retrieval of papers needed for routine tasks.

My favorite filing system can be used for both personal and business and is called the FreedomFiler™.

FreedomFiler™ provides state-of-the-art, maintenance-free paper organizing solutions for the home and office. FreedomFiler™ is the first system to eliminate the need for conscientious purging entirely – and hence a quantum leap in simplicity and efficiency is achieved. FreedomFiler’s patent pending process guarantees that outdated documents are automatically replaced at the time of filing new ones. As a result, purging requires no conscious effort on the part of the user. There is never a need to set aside time for cleaning out files or to look up documents in a retention schedule.

Some of the Benefits:

• Free yourself from cleaning out your filing cabinet, for the rest of your life!
• Color-coded tab system is attractive and makes filing easy
• Eliminate the need to set up new folders and re-label files each year
• Have all your documents immediately available at tax time, year after year!
• Finish routine filing in 5 seconds or less!
• Instantly locate receipts for taxes, vendor disputes, audits, returns, and for resale
• Always have your current policies, agreements, legal and administrative files at your fingertips
• Keep a centralized place for family and property records
• Never have to decide when to throw away old papers!
• Ideal for any single person, family, or home business

Gorgeous ready-made system comes pre-assembled! Begin filing your papers immediately and start transfering files from your previous system whenever you’re ready. The starting system has common tab labels that are useful for nearly all household and small business needs. The system can be modified and expanded using the pre-printed label sheets provided with your kit. Extra folders and blank label sheets are provided for printing custom labels. Packages include attractive hanging file folders, a file holder, instructions, and plenty of additional labels, folders, and tabs in case you need to expand the system provided.

A pre-assembled Freedom Filer Quick Start set, with the 60 most commonly used labels already affixed to hanging files and stored in an attractive filing box. The set includes extra labels and file folders so you can customize it for your specific needs.

• 75 gray hanging file folders (60 pre-assembled)
• 25 extra clear file tabs
• Stackable file box with lid
• 2 guide clips help show you where to file
• 200+ additional pre-printed labels for specific household and small business needs
• 400+ blank color-coded labels for handwriting or printing using any word processor
• 5 Indexed “How To” cards to keep handy with your filing system
• Quick Start Guide, Label Index, and Q&A Booklets

Please allow 3 weeks for processing before shipment.

If you would like a little assistance getting started, this package includes:

• A pre-assembled FreedomFiler™ Quick Start System
• A half-hour phone call before you get started filing to explain the principles of the system and demonstrate the customizing of labels
• A half-hour follow up phone call to answer any questions that arise

After purchasing, please contact us to set up your first phone call. Please allow 3 weeks for processing before shipment.

Here are some tips for creating strong passwords:

• Use 8 characters or more; 14 is ideal.
• Combine both upper and lowercase letters with numbers and symbols such as a period, @, #, and $
• Pick letters from a phrase that’s meaningful to you to create a “pass phrase.” (“Do you know the way to San Jose?” could be D!Y!KtwTSJ?)
• Select a unique password and not one that you are using for some other purpose, such as your PIN at the bank or your password to another system.
• Change your passwords every 72 days or less.
• Avoid sequences or repeated characters like “12345678,” “222222,” “abcdefg.”
• Avoid sending your password over email.
• Test the strength of your passwords with a password checker lke the one below.

Test a password by typing into the text box below and watch as the Strength Checker instantly determines its strength as you type.

Need a place to store your passwords? If you like keeping things electronically, try the Little Virgo Electronic Password Organizer. Prefer paper? The Internet Password Organizer Book is for you!

Need a centralized location to keep track of your usernames & passwords so they aren’t forgotten, lost, or stolen?

Little Virgo Electronic Password Organizer
$14.95

Organize and protect your passwords with the Little Virgo Electronic Password Organizer. This electronic file can be saved on your computer with password protection so only you can open it, and can be printed for travel or in case of emergency. No more keeping important information on scraps of paper which can be lost or stolen!

The electronic password organizer also comes with tips for creating secure passwords, and a link to our password strength checker. Works with Macs (MS Office 2003 and up) and PCs (Windows and Vista).

Please allow 2 business days for your item to be delivered via email.

And for “paper people” who don’t want to store their passwords electronically, this password book is a great way to organize passwords and home network info.
 

Password Organizer Book
$19.99

As temperatures are changing, it’s that time of year again to clean out the closets and refill them with a this season’s clothes. Here are some tips for keeping things fresh and keeping you stylish for another season.

How to store this season’s clothes:

• Do a major closet purge. Get rid of anything that doesn’t fit, won’t fit by next season, is in disrepair, is stained, isn’t in style, doesn’t “suit” you anymore, or doesn’t belong to you. When you think you’re done purging, do it again and be ruthless. The more you get rid of, the less you’ll have to launder, the more storage space you’ll have, and the less stress you’ll have next season. I find that people who have a lot of clothes will always have a lot of clothes because they buy new clothes every season. So before you waste time cleaning & storing some of your trendier pieces, really think hard about whether they’ll be replaced next season by something new you like better. And if you have to ask if something’s in style, it probably isn’t so let it go.
• Launder or dry clean your items before you store them.
• Sort clothes by type (t-shirts, pants, etc.) and do your best to put one type per bin. Space Bags are a big help here to get the most out of each bin. And shoes should definitely be put in their own bin to contain any smells.
• Store clothes in clear plastic bins with airtight locking lids to keep out bugs & moisture.
• If you don’t have the room, as an organizer it’s my responsibility to urge you to eliminate some clothes. Not willing? Ok then, get a sturdy rolling clothes rack (preferably one with a zipping plastic cover) and store in the attic or spare room. Or try Hanging Space Bags to help reduce dust & bugs.
• Instead of stinky moth balls, use cedar sachets or dryer sheets to keep clothes smelling fresh and absorb moisture. For controlling shoe odors, sprinkle some baking soda or cornstarch in them, or spray each one with an odor-eater solution as you add them to the bin.
• Label your bins with 2 bits of info: who the clothes belong to, and what type of clothes they are (t-shirts, casual pants, sweats, etc.)

What to do with last season’s clothes:

• Do another purge. Things you thought you’d still like last season may not look so appealing now, and if you had any weight changes, some of the clothes may no longer fit. If things weren’t properly stored before, check for any insect damage and toss items in disrepair.
• Immediately launder the clothes when you pull them out so they’re ready to wear and keep your closet (and your person) fresh.
• Sort them by type before you put them in your closet or drawers to keep things neat and easy to find when you need them.
• Spray shoes with an odor-eating solution again and they’ll be ready to wear too.

When next season comes around, you’ll be organized, stylish, and smell fresh as a daisy!

It’s that time of year again when the cool Fall air and the still sunny days seem to motivate us to clean out our garages. Or maybe it’s knowing that the holiday decorations are buried in there somewhere and we don’t want to get yelled at… The point is, it’s a great time to organize the garage. And let’s face it: garages can be creepy places. Old stuff, damp stuff, crowded stuff, and bugs. Lots of bugs.

But with some elbow grease, the proper storage, and establishing boundaries, your garage can become a useful part of your home again.

• Adjustable shelving is key: Shelving has to be able to move to maximize your storage space. I like the wire stuff because it’s cheap, temperature resistant, strong, and easy to install. And don’t skimp — pick a wall and go floor to ceiling with it. You’ll be glad you did.

• Overhead storage: Garages are some of the tallest spaces in our homes and the upper halves of them are usually dead zones. Think about using the top half by installing ceiling-mounted storage platforms (fixed, or on pulley systems). Also think about hanging large equipment like bicycles from the ceiling to free up floor space.

• Slatwall vs. Pegboard: I gotta say, my preference is for slatwall because it’s so dang versitile. These days, it’s not just for handtools anymore. You can also hang floating shelves, baskets and cabinets off of it. Even those on a tight budget can swing a panel or two — just check Craigslist, Sam’s Club, or stores that buy suppliles from going-out-of-business department stores, like A&B fixtures in Raleigh, NC. They may not have the same finish as the high end ones, but they’re paintable and the function is the same. Pegboard is great for the really small tools like screwdrivers, hammers, etc. and the hooks are cheap at roughly $20 for a variety kit. It’s also easier to install than slatwall and can be a one-person job because of the lesser weight and thickness than slatwall. But when using pegboard, always use the plastic locking tabs to keep your hooks in place, otherwise they’ll fall off in a jiffy when you pull a tool down.

• Freestanding shelves: These shelves are very budget friendly ranging from $20 to in the hundreds depending on your needs. I like the ones that can be stacked vertically or unstacked and placed horizontally because they’re more versatile. Just be sure whatever you get is stable enough to support what will be on it. No wimpy shelves for heavy bins.

• Go vertical: Large hooks installed in the wall or mounted off slatwall or shelves are great places to hang ladders, scrap wood, bikes, folding tables, wheelbarrows, spreaders, and other large items. By keeping them off the floor the garage is easy to sweep and keep clean so less dust collects on your stuff. It’s also a great way to use all your wall space, and to keep your back injury-free. It’s much easier to lift a heavy item off a wall than to heave it upwards. (Does anybody really lift from the knees?)

• Bins with lids: Because you’re in an non-climate controlled area and there’s lots of creepy-crawlies waiting to nest in your things, always get plastic storage bins with locking lids. No cardboard boxes that will collape or mildew, and no wimpy cheap bins that will warp in the heat so the lids pop off. A little extra money will really pay off for the heavy-duty bins with clamping lids.

• Colored bins: If you like to see what you have, clear bins are the way to go. But in a large storage area, or a place with hard to reach tall or overhead storage, color coding your bins is a good idea. Get red bins for holiday items, green for gardening, blue for sports, yellow for kids, purple for memorabilia, etc. It’ll save you a ton of time both in labeling, and in finding what you need — you only have to search say, 3 bins, instead of 20 for the “right” Holiday ornaments.

• Garage Furniture: Locking cabinets to store chemicals and paint are great if you have young kids or pets around. And toolchests with heavy duty ball bearings are so helpful for storing small tools or if you do a lot of handywork. Look for both cabinets and toolchests with locking wheels for both safety and convenience.

• Trash cans: Every garage should have at least one trash can in it for trash generated from projects, cleaning out the car, sweeping, kid’s juice boxes while they’re playing in the driveway, etc.

• Flooring: If you do a lot of handywork in the garage, think about a gel floor mat or rubber panels to act as shock absorbers while you’re on your feet. Also, if you have 4 days and $150, think about epoxying your floor so it hoses out easily and prevents oil stains.

• It’s all about the “Zones”: Now for the “real” organizing tip. Establish zones or boundaries for the stuff that gets put back so you keep like items together. Store the most accessed items near the doors or on mid-level shelves. For example, all Holiday bins on the top shelf, sporting goods hung on the wall closest to the garage door, gardening supplies on a mid-level shelf by the door. And don’t be afraid of empty space. If you’ve designated the top shelf as holiday items but it’s not full, and you need to find a home for some sporting goods, don’t mix. Allow the empty space to be room to grow and designate a new zone for your other items. It’ll guarantee you can find what you need, when you need it.

By going vertical and using “dead space” near your garage’s ceiling, spending money on the right things like proper storage, and establishing “zones” will keep your garage neat and organized. And hey, you may even be able to park your car in it again!

Everyone seems to have the best of intentions come holiday time that they’ll organize their bits & bobs when they pull the stuff out for the season, but then they get rushed and it never comes to fruition. What you’re left with is another messy holiday bin and year-long guilt.

Prevent it all by taking an extra 15 minutes (yes, that’s really all you need!) on every bin you pull out. Get a trash bag and a donation box ready before you open the bin, and as you dig through to find the decorations you like, also pull out any that you don’t like, haven’t used in years, or that are broken and dispose of them. Do the same thing as you put the decorations away in case you realized that you really didn’t like some you set out this year.

Mke sure that as you put them away you store them properly to prevent damage. Most things can be wrapped in newspaper or stored in clear containers so you can see what’s in them. As you wrap an item, quickly (and cheaply) label it with a sharpie on masking tape, painter’s tape, or duct tape. Don’t feel pressured to go for perfect storage here since things are only used annually. Mark it, and move on, and save the pretty labeling for your everyday areas.

A quick tip on storing string lights — as you put them away this year, keep them from getting tangled by wrapping them around a sturdy piece of cardboard, a gift box, or anything rigid enough to hold their weight. Spool it like thread, and next year it’ll be a breeze to string lights. Also, leave the plug end loose to make it easy to test the lights next year before you spend time putting them up.

Follow this advice and not only will this year’s decorating be stress-free, but you’ll gain some extra space and next year’s decorating will be pleasant as well!

Adults aren’t the only ones who could use a little organization.

Many of my busy families tell me that they’re lives were calm and organized before they had kids, and one child was ok to keep up with, but when they had their 2nd, the chaos grew exponentially. Their biggest pain point was the explosion of kid’s toys. This happens because:

• Even just a slight age difference when kids are young means that they can’t share the same toys so there’s an entire set of toys per child
• They “inherited” toys from others whose children are now too old to play with them
• Toys are relatively inexpensive and make kids happy for a little while, so every time they’re out or see one on sale they buy a new one
• They have toys that are too old for their kids now but are “saving” them for when they get older

What my busy families want is a way to contain the toys they have to keep the rooms neat, and to store the toys in such a way that it’s easy enough for their toddlers to help pick up. So here’s how:

1. Sort:
   • Pull everything out and group like items together. If you have toy sets for various ages, separate items into piles first by who they belong to.
   • Then group their toys into subcategories based on what type of toy they are, or where they play with them. Put all cars together, dolls together, blocks together, games together, etc.
   • Move outdoor toys outside or to a garage, and put any bath toys in the bathroom.
2. Purge:
   • Now that you can see what you have, decide what can be eliminated. Let it go if they don’t love it, don’t play with it, have outgrown it, or it’s more than 6 months until they grow into it. No use keeping toys around to take up real estate when they’re so readily available when you finally would need them.
   • And parents, be sure the toys you keep are because your child likes them, not because you spent money on them or have a fond memory of them playing with something.
   • Also, if your child likes cars, it’s not neccessary to keep ALL the cars; pick the faves and let the rest go.
   • Kids will play with whatever you put in front of them so not all toys need to be available to them at all times. Set up a “rotating” toy bin and store in another room or an attic so when your kids get bored, you can surprise them with fresh toys — just put the old ones in the rotating bin and store those instead. This will also help reduce the amount of toys they can dump on the floor when they play.
3. Choose the right Storage Systems:
   • Now that you’ve streamlined your “keep” piles, it’s time to build the right system so everyone can help maintain it. First, it has to be accessible, so small children’s toys should be in reach for their height. Use the lowest closet shelves or baskets on the floor for toddlers so they can reach, and older children can have the upper shelves.
   • Whether you keep toys in a closet or toy chest, create “zones” for each child so they have their own area to maintain and know exactly where to look for their own toys. This will prevent them from dumping out EVERYONE’S toys to find the one they want.
   • When choosing storage containers, think safety first; toys with small parts should be stored out of reach of tiny hands, and toy chests with heavy lids can crush tiny fingers.
   • Get bins or baskets without lids because kids will never take the time to open or close them and they do better with open storage they can dig through or toss things into.
   • Ask your child if they want to see all their toys, or if they associate a color with certain toys. If they like to see them, use clear bins to store toys, and if they prefer color, get colored baskets and associate a color for a type of toy. For example, yellow for games, red for cars, blue for blocks, green for dolls, etc.
4. Organize:
   • Now that you’ve sorted, purged, and determined your storage zones and containers, it’s time to put everything back. Arrange bins with like items in the same area. All car bins on the same shelf, all games on the same shelf, etc.
   • Label the containers for each type of toy with both large letters and pictures of what belongs there. That way no matter what age, every child will know exactly what goes where. Try these – I made them to fit the 2″ area on canvas baskets.
   • Involve your children by asking them where they want cars to live or dolls to live — they’re more likely to maintain it if they feel ownership.


5. Maintain:
   • Show your kids where you put their things. If they’ve helped you, they’ll already know, but if you’ve done it for them, they can’t be expected to read your mind.
   • Teach your kids a “clean up” song so they know when Mommy or Daddy sings, it’s time to clean.
   • Make it fun, like a treasure hunt for certain toys and then ask the children to put it in the right “treasure chest,” aka, the appropriate bin.
   • Celebrate how well they did when they pick up their own toys so they can be proud of themselves, and stay motivated to clean up next time.
   • Don’t overpurchase; think of your space as valuable real estate and only buy what you need when you need it.
   • When a new toy comes home, an old toy should leave. If that’s too overwhelming, make it a point to sort and purge every 6 months or after birthdays & holidays so old toys get purged as new favorites come in.

And remember that your kids are growing so fast that the systems need to evolve as they do. Each time you review their toys to see if they’re still age-appropriate, review your organizing system to be sure it still suits your child’s needs.