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Tag: organizing

Managing Financial Records & Organizing Important Documents
In today’s fast-paced world, managing financial records and organizing important documents is crucial for maintaining financial stability and ensuring legal compliance. This task may seem overwhelming, but with the right systems and products, you can streamline the process and keep your financial life in order. In this article, we will explore effective strategies and tools to manage your financial records and organize important documents.

Why is Document Organization Important?
Before diving into the specifics of how to manage your financial records and organize important documents, let’s understand why this is so crucial:

Legal Compliance: Properly organizing and retaining financial documents ensures that you are in compliance with Canadian tax laws. Failing to do so can lead to legal complications and penalties.

Financial Clarity: Having organized records allows you to have a clear understanding of your financial situation. This is essential for budgeting, financial planning, and achieving your financial goals.

Quick Access: Well-organized documents make it easy to access important information when you need it, whether it’s for a financial transaction, tax filing, or any other purpose.

Security: Properly stored documents are less likely to be lost, damaged, or stolen, ensuring the security of your personal and financial information.

Now, let’s delve into how to effectively manage your financial records and organize important documents.

Document Management Systems

One of the most effective ways to manage financial records and important documents is to implement a document management system. These systems can help you organize, store, and retrieve documents efficiently. Here are some popular options:
1. Digital Document Management Software: In an increasingly digital world, using software to manage your documents can be highly efficient. Some popular choices include:
Evernote: This versatile note-taking and organization tool allows you to create digital notebooks, scan documents, and tag them for easy retrieval.
OneDrive: If you use Microsoft products, OneDrive offers cloud storage and organization features. It’s especially useful for storing and managing digital copies of important documents.
Google Drive: Google Drive is an excellent option for those who prefer Google’s ecosystem. It provides cloud storage, document creation tools, and the ability to share documents securely.
1. Physical Filing Systems: While digital solutions are becoming increasingly popular, physical filing systems are still relevant, especially for paper documents. Consider investing in high-quality filing cabinets, folders, and labels to create an organized filing system.
Document Categories
To effectively organize your financial records and important documents, it’s essential to categorize them appropriately. Here are some common categories to consider:
1. Tax Documents: This category includes your annual tax returns, receipts, and supporting documents. In Ontario, it’s essential to keep these records for at least six years, as per the Canada Revenue Agency’s guidelines.
2. Financial Statements: Bank statements, credit card statements, investment account statements, and loan documents should be filed under this category. Keep these records for at least seven years.
3. Insurance Documents: Policies for health, life, auto, and home insurance should be readily accessible. Make sure to keep them up to date.
4. Estate Planning: Wills, trusts, powers of attorney, and related documents should be stored securely. Inform trusted family members or friends of their location.
5. Property Documents: Property deeds, mortgages, and property tax records fall into this category. These documents should be kept indefinitely.
6. Health Records: Keep a record of your medical history, prescriptions, and health insurance information. These can be crucial in case of emergencies.
7. Education & Employment: Academic transcripts, diplomas, employment contracts, and records of professional development should be filed for reference.
8. Utilities & Services: Bills, contracts, and warranties for utilities, internet, phone, and other services should be filed for easy access.
9. Legal Documents: Contracts, agreements, and legal correspondence should be kept in a separate folder.
Organizational Products
To effectively manage and organize your documents, consider investing in the following organizational products:

File Folders: High-quality file folders in various colors can help you categorize and distinguish between different types of documents.

Label Maker: A label maker can help you create clear and professional labels for your folders, making it easy to identify documents at a glance. Brands like Brother and Dymo offer excellent label makers.

Binders: For documents that you need to keep together, such as educational certificates or project reports, consider using binders with dividers.

Shredder: A shredder is essential for disposing of sensitive documents securely. Fellowes and AmazonBasics offer reliable shredders.

Fireproof Safe: To protect your most valuable documents from fire and theft, consider investing in a fireproof safe. SentrySafe and Honeywell offer a range of options.

Organizational Tips
Now that you have the tools and categories in place, here are some tips to help you effectively manage your financial records and important documents:
1. Regular Maintenance: Set aside time on a regular basis (e.g., monthly, or quarterly) to review, update, and organize your documents. Remove any unnecessary or outdated documents.
2. Digital Backups: Create digital copies of important paper documents using a scanner or mobile scanning app. Store these backups in a secure cloud storage service like those mentioned earlier (OneDrive, Google Drive, etc.).
3. Password Protection: If you store sensitive financial information digitally, use strong passwords and consider using encryption tools for an added layer of security.
4. Emergency Access: Inform a trusted family member or friend about the location of your important documents, especially your will, powers of attorney, and health records.
5. Consolidate Accounts: Try to minimize the number of bank and investment accounts you have to simplify record-keeping.
6. Tax Season Preparation: As tax season approaches, create a checklist of documents you’ll need for filing your taxes to ensure you don’t miss any deductions or credits.
Online Resources
Managing financial records and organizing important documents can be an ongoing challenge, but there are several online resources that can assist you in staying organized and informed:

Government of Ontario: Records Management: The official website of the Ontario government provides information on records management practices and guidelines.

Canada Revenue Agency (CRA): The CRA website offers valuable information on tax record retention guidelines and other tax-related topics.

Staples Canada: Staples provides a wide range of office supplies, including filing cabinets, folders, and label makers.

Canadian Bar Association: The Canadian Bar Association provides resources on legal matters, including estate planning and legal document management.

Managing financial records and organizing important documents is a critical aspect of maintaining financial stability and legal compliance. By implementing effective document management systems, categorizing your documents appropriately, and investing in the right organizational products, you can streamline the process and ensure that you have quick access to the information you need when you need it.

Remember to regularly review and update your documents, create digital backups, and stay informed about relevant regulations and guidelines. With the right tools and practices in place, you can take control of your financial records and enjoy the peace of mind that comes with a well-organized financial life.
October 11, 2023
Spring Has Sprung, Now It’s Time to Get a Jump on Your Spring Cleaning

With temperatures on the rise and the nice weather quickly approaching, time is running out to get your spring-cleaning chores completed before summer is here. We know you’d prefer to spend time with all of your friends and family for the entertaining season, then think about cleaning the gutters or washing windows. So let’s jump into spring cleaning before the party starts.

Spring cleaning in general refers to a specific seasonal time to complete chores around your house and property that you typically only get to once a year, both inside and outside. The best time to get started is March through May, before the warm weather is here to stay and you’d rather be sitting on your patio enjoying the warm sun. Some of the most common chores to get done are cleaning windows, airing out your mattress and cleaning out closets or the garage. But let’s take a step back before you get overwhelmed.

Where do you start?
Start with the basics. Eliminate the clutter before making more. Everyone’s home is different and in different shape but starting to clean out your fridge, pantry, closet and other odds and ends is a good start. It’s also rewarding to see progress made and empty space from the decluttering process, which will keep the momentum going. Once you have decluttered prepare yourself—ensure you are stocked up with ample cleaning supplies and assess the situation, develop a plan ranking which area needs to be prioritized. Whether it’s high traffic areas first or the dirtiest area first, everyone has a different starting point, but it’s important to develop a plan so as not to get sidetracked or distracted in the process. Every destination features a road map on how to get there.

Keep yourself entertained. Whether you are getting children involved or have an audiobook, a podcast, or a playlist of your favourite jams, make the most of the situation. Something small like this can help take your mind-off the task at hand and eliminate distractions or the desire to quit prior to completion.

As mentioned, spring is here, and summer is knocking at the door. And with summer knocking at the door so too are the dinner parties and entertaining, which means people in the kitchen. Often overlooked, the cupboards in the kitchen can be something so quick and easy to clean and organize. We don’t realize how much time is spent in the kitchen, which is why it’s so important to be spotless. Take pride in your home. Doing a deep clean annually positions you for success and makes it easier to maintain throughout the year. Most people don’t enjoy cleaning, but why not make it easier where you can.

Areas to focus on…
With just 24 hours in a day, more time is spent in your bedroom than any other room in your home. With that in mind, it’s time to recharge your mind and body. We all know the feeling of a good night’s sleep so what if we can do something to make that feeling better and more consistent?

Utilize spring cleaning as an opportunity to do so. Remove those winter sheets, blankets and quilts and toss them right in the washing machine before putting them away until the fall. From there, take it a step further, throw your pillows in the wash and give them a good cleaning, prolong their life, and getting rid of any allergens. This is also a good time to wash your mattress protector and flip or rotate your mattress. Having a fresh, clean bedroom could help you sleep better, and your body will thank you.

Don’t forget about the ceiling fan and don’t be afraid to move stationary furniture around to get rid of the dust and debris that accumulates over time. You don’t want to see what it looks like if you skip this spring-cleaning task and leave it to next year. Moving furniture and cleaning every spot in the room also provides you an opportunity to make sure there are no leaks within the room, no mold, mildew, or other spots of concern.

The Forgotten Areas…
Wait, there’s more, every house has a dark corner that’s forgotten about. While in the kitchen, do not forget about the freezer. Go through it, getting rid of expired or freezer burnt foods, see the inventory of food you have, you never know what’s hiding in there! All of those hard-to-reach spots, like your light fixtures, ceiling fans or curtains, could also use some love as well. Give them a good scrub and you’ll breath a little easier, no really… a clean house can help with allergies. Eliminating any particles in the air can improve the breathing quality in your home.

Feeling overwhelmed or overworked?
Any progress is forward progress. Whether it’s a whole days worth of cleaning or a few hours. Any time spent is positive time and is an improvement. Don’t worry if there’s still things left, take your time. Rome wasn’t built in a day and if you rush yourself cleaning you won’t do a good job and it will just pile on next year.

May 1, 2023
The 10 Best Organizational Tips
Getting your home organized can be very overwhelming. We don’t all have the time, patience, or dexterity to fold our shirts origami style or put our books in rainbow order and we can’t all live in a stoic concrete box like Kim Kardashian. Don’t get me wrong, I love a good pantry organizing TikTok as much as the next mom, but when it comes to organizing my home, I need a happy medium.

If you’re not ready to go full Marie Kondo minimalist, fear not, I’m with you. I like order and organization, but you know what else? I like my stuff. In this post, I’m sharing the tips and products that have helped me make our home more organized and, most importantly, more functional.
1. When in doubt, label it.
  If I had a dollar for every time I got asked, “Where is the [ITEM]?” or “Is this the right [ITEM]?” A label maker can help everyone find what they need, especially if you’ve removed items from their original packaging after watching one too many TikToks.
1. Tackle the “junk drawer.”
  We’ve all got one. That drawer in the kitchen or office that just seems to be a magnet for anything and everything. But taking the time to organize it with some small bins or containers will make it much easier to navigate going forward.
1. Invest in the right storage options.
  Walking into one of those organizational stores, I’ll always run the risk of blacking out and buying everything. Do I need to decant all of our cereal? No. But choosing the right options to store valuables like fine china, holiday decor or keepsakes is worth it. Measure your shelves and spaces before you go so you have an idea what will fit.
1. Choose “functional” over “pretty.”
  If you spend hours, days or weeks making your home look pretty but then you can’t find anything, you’ve defeated the purpose. I’ll go back to the rainbow books option — it looks amazing, but I can’t always remember the color of that cookbook I need.
1. Utilize dead spaces.
  There are probably lots of dead spaces in your home just begging to be used. Hang a shelf above a bathroom door for linens or tuck a rolling shelf between the refrigerator and the wall. Every bit of space can be utilized, you just have to get a little creative.
1. Create zones.
  With so many of us working from home now, the areas of our home may be blurring together. That’s why it’s important to create work, dining, and hangout zones. Designate a zone for dropping bags and shoes and one for all of your home’s cleaning supplies.
1. Think “up.”
  Get things off surfaces like countertops and the floor as much as you can. Hanging baskets, shelves and over-the-door organizers can help you lift the clutter away and to whomever created those sticky strips that don’t damage walls, I raise my glass to you.
1. Keep the important things together.
  Essential items like keys, bills and other notices should always be easy for everyone to find. Choose a place you all pass by daily to keep the mail, hang a calendar for managing schedules and add a board for reminders and notes.
1. Make your wardrobe visible.
  If you can’t see it, you probably won’t wear it. Spending the time to organize your closet will save you time and money down the road. Group like items together and think of a system that works for your lifestyle — if you pretty much always wear pants and a sweater during the week, put those items near each other. I also like to do a seasonal cleanout. Once a season has ended, if you haven’t worn something, it’s time for it to be donated or sold. One way to gauge what you’re actually wearing is to wrap an elastic around each hanger in your closet. Once you wear something, remove the elastic. Any elastics left at the end of the season will be easy to spot.
1. Hide those cords.
  Exposed electric cords are like nails on a chalkboard for me. If I see one, I can’t stop staring at it. Cord hooks and management boxes can help you hide the clutter and be sure to use power strips with surge protectors when you can for added safety.
~ Kim Holderness
February 1, 2022
10 Spring Cleaning Tips
As the days get brighter, you’ll see dust and dirt that went unnoticed during winter. Luckily the long spring evenings are perfect for an extra bit of cleaning, and our top 10 spring cleaning tips will help get you going.
1. Declutter First
Every six months or so, you should take some time to declutter your home. Before your spring clean is an ideal time for this job. Gather any old, unwanted or broken items such as clothes, bed linen, books, toys, ornaments, and even furniture. Sort everything into piles for recycling, charity and storage. You’ll feel great after this therapeutic exercise, and your home will already be looking tidier.
1. Prepare Your Kit
Before you get down and dirty, make sure you have all the cleaning supplies you will need on hand. Essentials include rubber gloves, cloths, sponges, brushes, bleach, all-purpose cleaner, furniture and glass polish, garbage bags and paper towels.
1. Work from the Top Down
Always clean from the ceiling to the floor; first tidying, then dusting along the ceiling, light fixtures, pictures, etc…, finally vacuuming and mopping the floor when everything else in the room is done. This just makes sense because the earlier jobs will of course dirty the floor. You may also find it makes your work seem that bit easier and more productive if you finish either the downstairs or the upstairs completely before starting the other.
1. Leave Windows for a Cloudy Day
Wait for a cloudy day to wash your windows, as direct sunlight can dry windows too quickly leaving streaks behind.
1. Don’t Forget the Fridge
The best time to take on the task of cleaning your fridge and freezer is right before you do your grocery shopping, when the contents are at their lowest. Take everything out and dispose of any items that have passed their use-by date, and almost-empty items that you will never use. Look out for opened jars and bottles which state on the label that they should be used within a certain number of days after opening. Wipe down the interior of the fridge with a damp cloth and disinfectant. The same can be done for food cupboards if you think it’s needed.
1. Cleaning Curtains & Blinds
Curtains and blinds are usually neglected in routine cleaning sessions but can collect a surprising amount of dust and dirt. Some curtains can be machine washed or dry cleaned; always check the care label and follow the instructions provided. Most vacuum cleaners come with a small nozzle with a short brush built-in that is ideal for vacuuming curtains and fabric blinds. Remember to vacuum both sides to remove as much of the dust as possible. Steam cleaners are ideal for giving curtains and fabric blinds the most thorough clean. Wooden, metal or plastic blinds only need to be wiped down with a dry cloth, or with a suitable cleaner.
1. The Best Oven Cleaning Method
The oven is the heart of the kitchen, but months of roasting and baking can make it grimy and smelly. Begin by removing all racks and placing them in a mixture of hot water and either oven cleaning solution or dishwashing liquid. Allow them to soak while you clean the inside of the oven with oven cleaner. Always follow the manufacturer’s instructions when using oven cleaner, as it contains powerful chemicals. Scrub the racks clean, rinse and dry. Make sure to clean off all cleaning chemicals from the oven walls and racks before using your oven again.
1. Mattress Cleaning & Care
Remove all bedding and use a vacuum cleaner to remove dust and hair that has accumulated over time. Spot clean any stains with a stain remover and damp cloth. Sprinkle a light layer of baking soda over the mattress and let it sit for at least a couple of hours. The soda will absorb any moisture and leave your mattress smelling fresh. Remove the baking soda with a thorough vacuuming. Every three months, flip your mattress and switch it from head to foot and vice-versa to help it wear evenly and prolong its lifespan.
1. Freshen up Your Rugs
For a beautifully fresh smelling home, it is important to think of things like rugs which can really hold onto odours if not cleaned once or twice a year. Hang your rugs out on a washing line and use the handle of a sweeping brush to beat them. This will remove the bulk of the debris, dirt and dust that gets embedded in the fabric. Take the rugs back inside for a good vacuuming to remove any fine dust, before applying a carpet shampoo to get them like new again.
1. Delegate!
There are some jobs where you can put your feet up and let someone else do the work, safe in the knowledge that you’re doing the right thing. Examples include window washing and chimney cleaning. Spring is the ideal time for both, and sometimes specialist equipment, experience and skill is needed to reach those upstairs windows or the chimney pot.
April 2, 2018