Serving Eastern Pennsylvania, Central and Southern New Jersey, and Delaware
Serving Eastern Pennsylvania, Central and Southern New Jersey, and Delaware
Believe it or not, it only takes a few steps to get your online files organized. Below are seven steps to help you save countless hours and avoid those embarrassing situations that come from searching for lost files. Let’s get started!
1. Start at the Root
Determine where you want your file system to live on your computer. Having all your files and documents under one ‘root’ folder on your computer will make it easy to locate your files. Many single Windows users have all their folders, files, and documents stored haphazardly in the ‘Documents’ or ‘My Documents’ folder on their PC. If this sounds like your system, then you might want to consider starting from scratch. The easiest way to do this is to save all your current folders, files, and documents to a new folder and name it something like Archive_2015 or any appropriate name that’s easy to remember. Now you can start to create a new file structure with broad categories without losing any of your current information. After your new filing system is created, you can move previously created files and documents to the newly created system on an as needed basis.
2. Create a File Structure
File structure is the backbone of your filing system and it begins with using folders for general categories. Think big when creating filing categories and limit the number of folders to a critical few. Describe the contents of the folders with short commonly used, meaningful terms. Start broad and get more specific as you add files and documents to those broad category folders.
Examples for business folder names:
Administration
Clients
Financial
Insurance
Legal
Marketing
Organizations
Sales
Vendors
Projects
Examples for personal folder names:
Financial
Medical
Health & Wellness
Housing
Insurance
Taxes
3. Use Sub-Categories
After you have created your folders using broad categories, you will want to create files with sub-categories. Sub-categories are used to organized those files and documents within your folders. You may have a folder called ‘Projects’ and within that folder are several files or sub-categories called Project-A, Project-B and Project–C.
4. Determine a Naming Convention
It’s important to name your folders and files consistently and logically. Storing multiple drafts of the same document can get confusing, and a naming convention is one way to avoid that confusion. Also, adding a date at the end of the file name is a great way to keep track of multiple documents, and the addition of initials at the end of the file name will add clarity if more than one person is working on the same document.
Naming convention examples:
Jane_Doe
Jane_Doe_1/1/15
Jane_Doe_1/1/15_JD
5. ‘Save As’ You Go
File your documents in the proper location by using the ‘Save As’ feature. ‘Save As’ allows you to save and file your documents as you go, so they will be placed in the correct file or folder from the start.
6. Clean Up Your Desk Top
Evaluate what you really use and delete those icons or shortcuts that are outdated or infrequently used. Note: deleting a shortcut is not the same as deleting a file, folder or program from your computer. Deleting the shortcut will simply remove it from your desktop. A program like Fences is a great way to automatically sort out all those remaining icons into organized, easy to see boxes and categories. The program can sort the categories for you or you can create your own categories.
7. Backup Your Files
Have a regiment in place to regularly back up your files. If your hard drive fails or is damaged and your only source of backup is your computer, then you risk losing all of your business transactions and correspondence. The rule of thumb for data protection is “if you need it to run your business, then back it up.” Having all your files saved to a ‘root’ will make that process easy.
One of the most confusing parts of getting ready for tax time is knowing what documents you need to prepare your taxes. Basically, the documents break down into three categories: Income statements, deductions, and receipts.
The Challenge of Receipts
Receipts are the most challenging documents to store and organize. This is especially true if you are a small business owner. Receipts are your main protection if the IRS decides to audit and details are critical. It’s imperative to keep all receipts pertaining to business and a very good idea to get into the habit of making notes on entertainment and dining expense receipts.
Consider Scanning for Added Protection
Scanning your receipts can help solve two problems. First, if the IRS comes knocking, they won’t care that your receipts from four years ago have faded; so scanning receipts is a great way to give you that added layer of protection. Secondly, if you set up a system to scan as you go, then you won’t have to wonder where all your receipts are stored, and you won’t have to deal with that shoebox full of papers come tax time. There are many smartphone apps dedicated to receipt scanning that are easy to use and can save you hours of searching, sorting, and organizing papers during tax time.
Income Statements:
W-2 – wages and salary
W-2G – gambling winnings
Form 1099-R – retirement income
Form 1099-INT – interest
Form 1099-DIV – dividends
Form 1099-MISC – miscellaneous income, including self-employment
Form 1099-G – government payments
Form 1099-SA – MSA or HSA distributions
Form 1099-B – broker or barter exchanges
Form SSA-1099 – Social Security benefits
Form RRB-1099 – railroad retirement
Schedule K-1 – partnership income or loss
Deductions:
Form 1098 – mortgage interest
Form 1098-T – tuition
Form 1098-E – student loan interest
Receipts & Records:
Unreimbursed mileage related to work or volunteering
Charitable donations
Contributions to retirement plans
Healthcare expenses
Self-employment income and expenses, including any:
-Home-office expenses
-Health-insurance premiums paid
-Transportation costs
-Advertising fees
Rental property
Moving expenses, if you moved for a new job
Expenses for energy-efficient home improvements
Tuition or fees paid for education for you, spouse, or dependents
Retirement account rollovers
Child care and dependent care expenses, including the employer identification number (EIN) or SSN of the care provider
Additional Documents:
Your Social Security number (SSN) or taxpayer identification number (ITIN) and SSN’s or ITIN’s for spouse and dependents (if any)
Your birth date and birth date for spouse and dependents (if any)
A copy of last year’s return
Documents List Source: H&R Block
I don’t know about you, but spring is my favorite time of year, and the last thing I want to do is spend my weekend or multiple weekends focusing on cleaning and organizing my entire home. Instead of pulling out that long list of spring cleaning duties, consider breaking up the list into bite size pieces to be completed throughout the year.
Maintenance is a much easier solution and a tremendous time saver.
Pick Your Battles
Look at your list and determine the cleaning and organizing tasks that make the most sense for this time of year. For example, closets are a great place to start because this is the time of year we change from winter to spring/summer attire. Garages are another good area of focus. Now is the time to put away the snow blower and pull out the lawn mower. And, let’s be honest, things tend to get piled and tossed into the garage all winter, so it’s time for a garage clean-out. Your garden shed is another great fit for seasonal organizing. Inspect and sharpen your garden tools, take stock of your supplies, clean your clay pots and determine your tool storage area based on how often you use the tools. Also, with the onset of warmer weather comes the need to change to lighter blankets and comforters, and once the bed is stripped you can vacuum and turn the mattress to complete the process.
Maintenance is Key
Now that you have decided which areas make sense to organize during the spring season; let’s break the rest of that cleaning and organizing list into manageable tasks to be completed throughout the year. Baseboards, doors, and cobwebs can be dusted and cleaned during the winter when you’re stuck inside during a snowstorm. Lampshades and ceiling fans can be dusted at regular intervals when you dust the rest of your home. Draperies, blinds and carpets can be cleaned in the fall or the end of the summer. Many people have self cleaning ovens that can be cleaned any time of the year, and grease traps and stove filters are easy to replace or clean on an as needed basis.
Consistency is the Name of the Game
Having a consistent, year round routine will help you avoid investing large chunks of time in the spring. Instead, get out and smell the forsythia, spend time with family and friends, or do whatever makes you happier at this wonderful time of year. Organizing and cleaning are necessary for a functional life, so finding ways to spread it out and make it easier in the long run will save you endless hours each season.
Let’s face it we all have the same 24 hour day, so it’s not really time we need to manage, it’s ourselves we need to manage. According to experts, during the last 25 years, our leisure time has declined by 37% while our work week has increased by a full day.
Make Time for Yourself
This means we need to be sure to make time for ourselves first. If we don’t take care of ourselves — in the long run — we will not be able to take care of anyone else. That includes eating well, exercising, meditating a few minutes a day, and spending time with family and friends.
Set Daily Priorities
The best way to do this is to set daily priorities and intentions. Setting daily priorities creates a space for achieving your goals. It gives you a clear focus so the mind can hone in the day’s activities. Spending 10 to 15 minutes every morning mapping out your day can save up to 6 hours a week.
Scheduling
Now that you have your list of priorities it’s time to put them on the calendar. Schedule appointments with yourself to complete priority work. This will block out the space you need to get your tasks completed in a timely manner. Be sure to schedule the most important tasks at a time of day that you are most productive. If you are a morning person, then do your most important task first thing in the morning.
Put your personal & business schedules into one calendar so you have a snapshot of all your commitments at a glance. If you need several calendars for work, home and kids, then consider something like Google calendars that allows you to create a separate calendar for everyone in the family that can be snapped together as one calendar and separated on an as needed basis.
Go over your schedule each evening for the next day. This will help you sleep at night by preventing some of the list making that goes on in our heads when we wake up in the middle of the night.
Tasks
Try not to plan too much in one day. Too many items on a to-do list can create paralysis instead of action. Adding fewer more important tasks forces you to focus on what is really essential in your day.
• Prioritize your list so that you get the most important items completed first
• Break projects down into actionable steps
• Add any info you need to complete the task—phone #, links, addresses, etc
• Separate work and personal tasks
• Group tasks together like all phone calls, all errands, similar writing projects
• Avoid multitasking. It takes the brain four times longer to recognize and process each time you change gears to a new task. If you switch back and forth constantly you are wasting valuable time.
• Consider timing your tasks to give you a more accurate idea of how long certain activities take each day. This will help you to better plan your time.
Parting thoughts:
Most people are dis-organized because their organizing systems don’t match their current lives. If your system is the same you used in college or when you first started working, it may be time for a change. Using a new organizing system takes time and practice. There is no one-size-fits-all. If you have been doing the same thing for 20 years and you implement a new system — give it a little time.
Recycling… wouldn’t it be lovely if all the cities, counties, boroughs and towns were all on the same recycling page? Then we would know what, when and where to recycle. Instead most of us walk around in a recycle fog looking for locations, dates and times to finally unload those outdated computers and piles of shredding. In an effort to make your recycling search a bit easier we have compiled a list of events and programs available in southeastern Pennsylvania and surrounding areas.
Collection Events
2013 Southeastern Pennsylvania Household Hazardous Waste and Old Electronics Collection Program
ELECTRONICS ONLY Collection Event
Saturday, September 28, 2013
Lower Bucks Area, Lower Makefield Township
Lower Makefield Corporate Center
770 Township Line Road
Hazardous Waste and E-Waste Recycling Event October 19
Delaware County will host a Household Hazardous Waste (HHW) Recycling Event from 9:00 a.m. to 3:00 p.m. on Saturday, October 19, 2013 at the Upper Chichester Township Municipal Building at 8500 Furey Road, Upper Chichester, PA 19061.
Delaware County has expanded what can be accepted at this Household Hazardous Waste Collection Events to include most small E-Waste. Simply stated, if it has a cord, does not contain Freon (air conditioners, dehumidifiers, small refrigerators), and is not considered a large appliance, they will accept it. Visit http://www.co.delaware.pa.us/recycle/hhw.html for more information.
Delaware County 2013 E-Waste Recycling Events
Saturday, October 19, 2013
8500 Furey Road
Upper Chichester, PA 19061
Upper Chichester Township Municipal Building
2013 Montgomery County Household Hazardous Waste Collection Program
Lower Merion Transfer Station
Sunday, October 20, 2013
1300 N. Woodbine Ave.
Penn Valley, PA 19072
http://www.montcopa.org/DocumentCenter/View/4551
2013 Montgomery County Electronics Collection Program
Upper Merion Middle School – Electronics
Saturday, October 12, 2013
Enter near 435 Crossfield Rd.
King of Prussia, PA 19406
http://www.montcopa.org/DocumentCenter/View/4550
Compact Fluorescent Light Bulbs (CFLs)
Compact Fluorescent Lightbulbs or CFL’s are a great way to reduce your electricity bill while lessening your carbon footprint. However, these types of bulbs contain a small amount of mercury and should be handled carefully and disposed of properly at all times.
Intact CFL bulbs can be taken to any Home Depot, Lowes, or Ikea stores for free proper disposal and recycling. CFL bulbs can also be taken to any county-sponsored household hazardous waste event for free disposal and recycling.
Please DO NOT throw them in the trash. Nationwide, over 670 million mercury-containing bulbs are discarded improperly each year. In Montgomery County most of these bulbs are ultimately land filled or incinerated. These disposal methods can lead to a release of mercury into the environment through breakage and leakage and ultimately contaminate the food chain.
TV, Computer & Electronics Recycling
Computers and many electronics contain heavy metals and other materials that should be recycled if possible. Below are a few options for proper computer and electronics recycling.
Permanent Electronics Collection Programs
Berks County Recycling Center
1316 Hilltop Road, Leesport, PA
Limited hours of operation, call 610-478-6362 for details.
Links: Berks County
Chester County Solid Waste Authority accepts computers and peripherals at the Lanchester Landfill
7224 28th Division Hwy., Narvon, PA.
Telephone: 610-273-3771
South East Chester County Refuse Authority
219 Street Road
West Grove, PA 19390
Dawn Robinson (610-869-2452 ext 11)
West Chester Borough
205 Lacey Street
West Chester, PA 19382
Meghan Fogarty 610-696-5282
Delaware County Marple Township offers free electronic recycling to residents at:
Marple Township
446 Marpit Rd.
Broomall, PA 19008
Joe Romano 610-356-4040 for information.
Springfield Township offers free electronic recycling to residents at:
Springfield Delco Public Works
1258 Church Rd.
Springfield, PA 19064
Contact Jeff Bickel at 610-543-2837 for information.
Police Court Yard 24/7 or
Public Works Facility 7 a.m. to 3:30 p.m.
Lancaster County Solid Waste Management Authority (www.lcswma.org) Household Hazardous Waste Facility
Lancaster, accepts computers (including peripheral equipment), televisions and cell phones free of charge from Lancaster County residents.
1299 Harrisburg Pike,
Facility hours are Monday – Friday from 7 a.m. to 4 p.m. and Saturday from 8 a.m. to 12 p.m.
Links:Lancaster County
Lehigh County residents can recycle electronics at AERC Recycling Solutions at
1801 Union Blvd. or 2591 Mitchell Ave, Allentown, PA
Fridays between 9 a.m. and 4 p.m.
List of prices (pdf) and AERC Electronic Recycling Information
Contact information: 610-797-7608 or visit www.aercrecycling.com.
Links: Lehigh County
Montgomery County – Cheltenham Township – Residents can recycle electronics at:
Cheltenham Township Public Works Facility
8101 Old York Rd.
Elkins Park, PA 19027
William Ferrari 215-635-4600
Mon. to Fri. 8 a.m. to 3:30 p.m.
Sat. 10 a.m. to 2 p.m.
East Greenville Recycling Center
620 W. Side Alley.
Pennsburg, PA 18073
215-679-5194
Mon. to Fri. 7:30 a.m. to 3:30 p.m.
Sat. 8 a.m. to 12 p.m.
Lower Merion Township Township – Residents can recycle electronics at:
Robert J. Koegel Public Works Complex
1300 N. Woodbine Ave.
Penn Valley, PA 19072
Joseph Przybyszewski 610-667-1952
Mon. to Fri. 8 a.m. to 3 p.m.
Sat. 9 a.m. to 2:30 p.m.
Northampton Borough – Residents Only
King Street Recycling Center
King Street
Northampton, PA 18067
Hours: Wed. 2:00 to 5:00 p.m.
Sat. 8:00 p.m. to Noon
Contact: Gene Zarayko (610) 262-2576
Philadelphia County – Computers, TV’s and cell phones are accepted at all HHW Events. Citizens may bring their computers and TV’s to any Sanitation Convenience Center
Monday – Friday, 8 a.m. to 6 p.m.
Links:Philadelphia County
Wayne County residents may drop off electronics at the Wayne County Recycling Center
66 Volunteer Dr., Honesdale, Pa.
Hours are Monday – Friday from 7:00 am to 4:30 pm or Saturday from 7:00 a.m. to1:00 p.m.
Questions can be directed to the Wayne County Recycling Center at 570-253-9727 or E-Mail: .
Links:Wayne County
Delaware County Municipal Curbside and Drop Off Programs
http://www.co.delaware.pa.us/recycle/pdf/townhsipcurb.pdf
Delaware County 2013 E-Waste Recycling Events
Saturday, October 19, 2013
8500 Furey Road
Upper Chichester, PA 19061
Upper Chichester Township Municipal Building
Shredding Events
City of Bethlehem – FREE SHREDDING SERVICE
Shredding of confidential documents is available FREE to businesses and private individuals at the Theis/Cornfeld Recycling Center. If you have 4 or more boxes, please call (610) 865-7082 to schedule an appointment.
Hours of Shredding – Monday-Saturday – 9:00a – 3:00p
We cannot shred the following:
Northampton Township has scheduled two e-waste recycling events for April 20 and Sept. 28
Northampton Township has partnered with Leck Waste Services to schedule two e-waste recycling events so residents have a place to properly dispose of computers and other electronics safely.
The first e-waste recycling event will be held April 20 from 8 a.m. to noon and the second will be held Sept. 28 , also from 8 a.m. to noon. Both events will be held at Leck, 237 Jacksonville Road, Ivyland.
According to township officials, a new state law prohibits the township’s trash hauler from taking electronics. The law, the Covered Device Recycling Act 108, prohibits computers, keyboards, televisions, printers, microwave ovens, fax machines and other electronics from disposal at Department of Environmental Protection solid waste landfills.
Acceptable e-waste recycling items include:
Monthly Community Shredding Services
Titan Mobile Shredding Service
Cost at all locations is $10 for each standard file box, copy paper box or the equivalent.
One box minimum quantity – No maximum box quality
Cash or checks only please, no credit cards are accepted at Community Shredding
No reservations required, just stop by!
First Friday of Every Month
Bailiwick Office Park
252 West Swamp Rd (Rt 313 & Rt 611 Bypass)
Doylestown, PA 18901
Time: 8:30am – 9:30am
Second Tuesday of Every Month
Upper Moreland Township Library
117 Park Ave (off Rt 611 in the Police Dept parking lot)
Willow Grove, PA 19090
Time: 8:30am – 9:30am
Third Thursday of Every Month
Shady Brook Farm
931 Stony Hill Rd
Yardley, PA 19067
Time: 12noon – 1:00am
http://www.titanshredding.com/Community-Shredding-Services.aspx
http://www.titanshredding.com/Community-Shredding-Services.aspx#calendar
Saturday, September 28, 2013
Larry Farmbry & Associates
7300 City Line Ave.
Philadelphia, PA 19151
11:00 a.m.-1:00 p.m.
215-877-4950
http://larryfarmbry.com/new/larryfarmbry/
http://www.proshred.com/all-events
Representative Rozzi
4933 Kutztown Road
Temple, PA 19560
11:00 a.m.-2:00 p.m.
610-921-8921
http://www.legis.state.pa.us/cfdocs/legis/home/member_information/house_bio.cfm?id=1647
http://www.proshred.com/all-events
Bucks First Credit Union & Bucks County Planning Commission
Lower Makefield Corporate Center
770 Township Line Road
Yardley, PA 19067
9:00 a.m.-12:00 noon
215.788.5270
http://www.bucksfirstfcu.com
Saturday, October 5, 2013
Friends of Easttown Public Library
720 First Ave
Berwyn, PA 19312
9:00 a.m.–12:00 noon
http://www.proshred.com/all-events
http://www.easttownlibrary.org/friends-of-the-library
$10 for one box or two shopping bags
First National Bank & Trust of Newtown
Bucks County Community College
275 Swamp Road
Newtown, PA 18940
9:00 a.m.-11:00 a.m.
http://www.fnbn.com
http://www.titanshredding.com/Community-Shredding-Services.aspx
Saturday, October 12, 2013
Whitemarsh Township
Miles Park – Lower Parking Lot, Germantown Pike
Plymouth Meeting, PA 19444
8:00 a.m.–12:00 noon
610-825-3535
http://www.whitemarshtwp.org/services/public-works/waste.aspx
Middletown Township (Residents only)
3 Municipal Way
Langhorne, PA 19047
9:00 a.m.-11:00 a.m.
http://www.middletowntwpbucks.org
http://www.titanshredding.com/Community-Shredding-Services.aspx
Upper Macungie Township
Public Works Garage
8550 Schantz Rd.
Breinigsville, PA 18031
9:00 a.m.-12:00 noon
610-395-4892
http://www.uppermac.org
http://www.titanshredding.com/Community-Shredding-Services.aspx
Saturday, October 19, 2013
Penn Liberty Bank Trooper
2724 Ridge Pike
9:00 a.m.-1:00 p.m.
610-535-4860
https://www.pennlibertybank.com/UserFiles/File/2013Shred_Event_flyer.pdf
Schuylkill Township
1580 Charlestown Road
Phoenixville, PA
610-933-5843
http://www.schuylkilltwp.com
http://www.proshred.com/all-events
Saturday, October 26, 2013
Montgomery County
Lower Merion High School
Montgomery Avenue
Ardmore, PA
9:00 a.m.-12:00 noon
http://www.montcopa.org/index.aspx?NID=1588
Representative Briggs
554 Shoemaker Road
King of Prussia, PA 19406
11:00 a.m.–1:00 p.m.
610-768-3135
http://www.pahouse.com/briggs/
http://www.proshred.com/philadelphia/events
I am talking about the clutter of mind, body and living space. As women we go through multiple transitions in life: marriage, children, career, illness, divorce and death of a spouse; it is often difficult to transition through theses major events with ease and grace. However becoming more organized can facilitate the adjustments that these major life changes demand.
What is the Cost of Clutter? Clutter can be expensive; the cost of clutter can be divided into 3 categories: financial, physical and emotional.
The financial cost of clutter can result in lost or displaced money and checks. Often mail accumulates and is not opened in a timely fashion. As a result, late fees can accrue, and often missing tax records can lead to financial penalties.
The physical cost of clutter includes the stress and anxiety experienced by the inability to locate items when they are needed; this fruitless searching can be frustrating and depleting to our physical resources and a huge waste of valuable time. Very often we experience confusion and a sense that we have lost control of our circumstances.
The question then arises: how do we regain that sense of control? Organization is one way we can master control of our daily lives and navigate through many challenging transitions. Often we feel that if we achieve a certain goal or arrive at a certain milestone, life will suddenly be better. Although this can be true, it is often the journey itself that transforms us. This journey involves change which can be difficult and frightening. Even though we know that change is the only constant in life, we still resist it! We resist letting go of people, places and things that are no longer useful or necessary and serve mainly to clutter our thoughts and our lives.
De-clutter Your Mind, Body and Space
I propose three main organizational concepts that can be used to de-clutter your mind, your body and your space:
Embrace the Journey
We can choose to embrace the journey or we can avoid it as the world moves forward. Although we have gleaned much wisdom on our particular road, we may need guidance to embrace change, to clear our minds and to guide us through the journey. It is most imperative that we are in control as we accommodate change with ease and grace.
