One of these days I'm going to get organizized ...
Expert offers tips on sorting out paperwork and belongings
BY JENNIFER AMATO
Staff Writer

NORTH BRUNSWICK - For those without a shred of knowledge as to how to get organized, a two-part seminar at the township library offered suggestions on clearing clutter and storing significant information.

"De-Cluttering and Organizing: Piles of Paper" was presented by Eva Abreu, a professional organizer from Sort Things Out in Piscataway. The second part of her workshop, held on Saturday, focused on recognizing important information while removing miscellaneous documents.

"It's OK to throw it away," she said.

Abreu gave a general timeline of what information to hold on to for how long, although she said a professional adviser should be contacted before discarding anything that seems important.

Credit card receipts should be kept for one to three months in case of returns or exchanges, as well as bank withdrawal and deposit slips, especially until after they have been reconciled with their corresponding bank statements. Rebate submissions should be kept until the money is received. Paycheck stubs, utility bills and monthly bank, credit card, brokerage, mutual fund and retirement account statements should be kept for one year. W2 forms, 1099 forms, the main document from tax returns and year-end summaries of financial statements should be kept for at least six years, although the IRS can schedule an audit up to about 14 years.

"As a guideline, if you're uncomfortable with getting rid of it now, find a home for it," she said.

Tax returns, receipts for major purchases such as appliances or a car, home maintenance and improvement receipts, insurance policies, wills and trusts, mortgage documents, property deeds and titles, passports, birth certificates, death certificates, military information, marriage licenses and divorce decrees should be stored indefinitely. A safe deposit box is beneficial as long as there are two key holders; the bank will lock a box until an estate is addressed if a sole key holder passes away. A fireproof safe with a "one-hour fireproof" rating can be stored in the home as long as it is bolted down to protect its removal from home invaders.

To organize and store such documents, Abreu suggested prioritizing the areas most in need of help, identifying what needs to change and supplying the motivation needed to do so. For immediate, important documents, she stores her information in a "current month" binder. She writes an appointment on the calendar first and then chronologically files doctor visits, party invitations, conference memos and school dates in clear plastic sheet protectors, found at any office supply store.

"I needed a way to keep my kids' schedules and party invitations and doctors' appointments … and it works for me at least," she said, noting that every person trying to organize must find a system that works for them. "It is constant maintenance, but it keeps things all together so when a party comes up in three weeks, I know where to get directions and I know where to go."

For personalized information, Abreu cited visiting a bookstore to purchase a binder with preprinted forms in order to include family, home, emergency plan, insurance, medical history, physician, bank, legal and caregiver information all in one, complete book. A personal record booklet is also available through Kevin J. Hoagland, of the Middlesex County Surrogate's Office. The pamphlet includes preprinted spaces to write down personal information, checking and savings accounts, stocks and bonds, personal property, life insurance, death related benefits, tax returns, family and debts and loans information. To receive a copy, call (732) 745-3055.

For categorized information, she labels one binder per subject for items such as takeout menus, fliers and advertisements, catalogs and magazines, medical information, pet information and business cards, directions and addresses. She either hole-punches the paper or places it in a clear sleeve. She said the binders can be kept in crates, wherever it works best, but that people should be leery of acquiring too many crates.

Abreu also uses an active file bin, which she stores under a makeshift desk she keeps in her kitchen so papers are readily available when she needs them. Using either regular manila folders, multipocketed folders or hanging files, she labels each section and keeps an index map. For example, she'll label a volunteer picnic she is organizing as "Project 010" and keep all related items in the multi-sectional folder; she can then archive the folder and bring it out the following year for the next picnic. A woman in the audience suggested doing the same with a tote bag to make for easy transportation the day of the event.

For long-term information or papers with limited use, Abreu keeps a filing cabinet to archive insurance policies, warranties or financial statements. A scanner is helpful in filing documents electronically. Yet an effective way to clear cutter is to stop the flow - she suggested removing personal information from mailing lists and not filling out contest entries or adding e-mail addresses to forms.

For the papers that do need to be thrown out, she suggested having a garbage pail, recycling bin, scissors or shredder and a scanner on hand, if possible. She said at least five minutes should be allocated every day to organizing, even if it's sorting papers into similar piles or cutting up papers while watching television. The biggest problem people face is not the organizational tips, she said, but actually having the motivation to begin the project.

"Five minutes is doable, five minutes is achievable. It's surprising how much you can do in five minutes," she said, noting a woman who goes through her bills in the morning while her French press coffee brews.

However, anything that is thrown away should be able to be retrieved in the future, if necessary: for example, bank statements, financial information or school transcripts. Abreu said before getting rid of paperwork, you should ask yourself if you need the document right away or if it can be archived; if you will ever need it again; if you have ever needed it in the past year; and what is the worst that could happen if it is discarded. Any items that are meaningful should be kept; Abreu said one of her clients was

told by another adviser to donate her son's baseball uniform from when he was 8 years old and she regrets it to this day.

"You want to keep those things that are meaningful and sentimental … but put it where you can find it and where you can enjoy it," she said.

The motivational speaker suggested a P-P-P concept to plan what areas to focus on, purge what is considered to be unimportant and then praise yourself for a mission accomplished by keeping a gratitude journal. She said that in about 21 days the habit should become ingrained and natural, making organizing more of a daily task than a tedious chore.

"Give yourself the gift of control over some point of your life. … When you start thinking in that positive mode, it will lift you to higher positive thinking rather than heavy negative thinking," she said. "It's a mind-set; it's not going to happen overnight. It's not a miracle class, it's a process."

"To get through the procrastination and to come unstuck is what you want to work through this area," continued the mother of two, who said she was not born with an organization gene but instead works through her own clutter everyday. "It's OK not to be perfect. A lot of us get stuck and procrastinate because we want to do it perfectly … but that causes burnout and that causes us not to get started and procrastinate. I want you to give yourselves permission to say I'm not perfect."

Sort Things Out is located at 1308 Centennial Avenue, Suite 407 in Piscataway. For more information, call 1 (877) 708-0884, e-mail Info@Sort-Things-Out.com or visit www.Sort-Things-Out.com.