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Photo Organizing Old-School Style

by Filed Under: Kids & Family Organizing, Organize, Organizing Projects, Paper management, Systems & Techniques, Tips & Resources, Uncategorized 2 Comments

I had someone ask me to cover the topic of Photo Organizing this month so here we go! I have never gone too far into this subject here on my blog because it’s quite a HEFTY topic to cover in one post. Here are the basic’s for paper photo organizing systems, I’ll return to cover digital photo organizing another time. It’s helpful to know before you begin if you will be doing this yourself or hiring help. There is an entire trade organization, APPO, dedicated to Photo Organizing!Most of us want to keep at least some photo’s to look at in frames, albums or loosely. But we don’t get to enjoy the photo’s we love because they are in a big jumble with the one’s we don’t care about, the duplicates, damaged photo’s and photos of people you have no clue about!

Chances are that at some point you will be inheriting old photo’s if you haven’t already.

To Digitize or Not? Since many of us don’t print photo’s anymore, at least we know the quantity of printed photo’s isn’t growing exponentially! If you’re someone who still prints photo’s, stop doing that until you have a great system in place. You may also want to digitize your photo’s but it’s best to sort and purge what you don’t want first, deciding what you want digitized as you go. If you’re beginning this process with the thought of digitizing, you may want to buy a package for this service. Companies like Legacy Box send you a box that you can fill, return and have scanned. The box is returned within 1-3weeks with original photo’s as well as your digital photo’s (on a CD).

Gather all your photo’s into one area to work on. This can be a fun project to work on when your Binge watching a favorite series:) Before you begin, have a method to sort photos into such as file folders, shoe boxes, large envelopes, plastic bags etc.Label with temporary labels to keep track of what you have sorted, eventually permanent labels will be attached to bins or albums.

Handling…if you have very old, fragile or valuable photo’s you may want to wear lint free cotton gloves while working on photo’s to keep oils and moisture from damaging them. You can also wipe the photo’s gently as you go. If you find photo’s stuck in albums, don’t force them. Try prying up a corner with something like a flat spatula and dental floss! The floss can be used to “saw” the under side of the photo from the adhesive backing. If you still can’t get it, set it aside and get professional help. Don’t write directly on the backs of photo’s with anything other than an archival pen, I like these.Sort photo’s chronologically and/or by event or person. Your system may be some combination of these. As you start the process of sorting and purging, think about other family members or friends who you might want to send photo’s to and set them aside (labeled) to give them when you’re done. If you’re not sure who someone is, snap photo’s of the photo’s as you go and text or email someone who might be able to help you ID them. It can be fun to share “vintage” photo’s with family and friends as you go! Keep track of what size the majority of your photo’s are and if you plan to organize into albums or boxes, this will be important to know.

Storage can be decided on once you have finished sorting and you know what size collection you have. If you plan to digitize, send the photo’s off at this point. Do your research before you buy storage containers. Look for Archival quality boxes and albums. If your photo’s are standard 4×6 or 5×7 you will have a lot of options to choose from. Remember that larger boxes will get very heavy. Use archival paper dividers to further separate photo’s by category or date and label the cards with detailed information about events, family members etc. Don’t use sticky notes or clips that can damage the surface of original photo’s. If you have negatives that correspond to the photo’s you are keeping, label the plastic sleeves they come in to correspond to the storage system you are creating and store negatives separately. Keep your photo’s in climate controlled, low humidity and light conditions to best preserve them.Cross reference storage-Note in your photo box what negatives and digital photo’s you have copies of and where they are stored (on CD’s, cloud, external hard drive, separate bins etc).

Maintain your system on a regular basis if you are adding to your paper photo collection or if you inherit photo’s. I’ll share tips for organizing your digital photo’s in a later post. This is a great time of year to work on photo organizing and perhaps create some beautiful books with some of the old and new photo’s you come across. Have fun traveling down memory lane!

Should I go digital?

by Filed Under: Digital Organizing, Organize, Paper management, Systems & Techniques, Tips & Resources, Uncategorized 1 Comment

Have you started to go digital with some, or all of your “paperwork”? This is a subject I encounter a lot when working on paper clutter. Some people are totally digital and do almost everything on their computer, phone etc…others are totally uncomfortable and will never let go of the paper! Most of us fall somewhere in between.

If you are ready to go digital, read on to learn how to make this transition.

If you’re still a little tentative, that’s okay. You can dip your toes in the water and acclimate as you go.

Let’s start with a little test to see how comfortable you are will the world of technology. See how many of the following you answer yes to.

I love reading books on my kindle or another electronic reader.
I do more online shopping than in stores.
I have set up online account access to my banks, utilities and other accounts I use frequently.
I hate paperwork, it’s piling up everywhere!
I use a digital calendar (on my phone or computer or both).
I check my emails regularly (more than once a day).
I use social media like Facebook, Twitter etc.
I read blogs or other media online to stay informed and connected.

Digital Novice or Paperless Pro? Where do you fall in the Tech Savvy Spectrum?

If you answered yes to 3-5 of these then you are definitely ready to go digital, at least partially!

The most frequent question or concern I get about going digital is the issue of security. There is no foolproof system and your personal information could be stolen via an online source you are not even aware of or at a restaurant or via a piece of mail. Assessing your adversity to risk will help you determine which accounts you are more comfortable with going digital. Large financial institutions and municipal utility companies have systems in place to protect your identity, but again, there is no such thing as absolutely safe! The great thing about going digital is that if you do encounter a problem with your account security, you will be aware of it and be able to respond to it more quickly! That’s often the best defense!

Where to start? Based on your answers to the questions above, pick one or two areas to add to your “digital” workspace.

In general the process of going digital will work something like this:

Go to the business website, create an online account and save your username and password in a secure location.
Go through a “tutorial” or just click around until you are familiar with the basic layout of the pages. Look for “tabs” or hyperlinks that will help you navigate the different menus and tools.
Find your profile and settings. Often they are near one another and settings sometimes look like a little gear wheel. Check your personal information in your profile to be sure it’s all correct.
“Go paperless”-this is usually under settings and you can choose all or nothing depending on the company.
Check your email and “verify” your account (sometimes you must do this before you can even log in and navigate around).
Check your account regularly and download statements or pay bills online. In some cases you can set up a bank account to do this, in other cases (financial institutions) you can link utilities and other bills to be paid to your checking or savings accounts.

For help with setting up online accounts there will be specific resources available for each situation. In general, most banks, financial firms, utilities and phone companies probably already send you “go paperless” inserts in your snail mail. If you have one of those handy, that’s a great place to start! I hope this simple guide will help you to determine if your ready to go digital. Try setting up a digital account or two to help reduce the paper clutter in your home or office. Once you’ve transformed your paper clutter to digital, keep you digital files organized with my helpful guide to creating a digital file structure.

Organizing using the 5S Methodology

by Filed Under: Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources 1 Comment

Long before the Kondo Method came along…the Japanese were using the 5 S Methodology

Learn how it can help you Get Organized! It’s so simple it’s brilliant!

This post was originally published Oct 19, 2011. I recently learned about a fascinating methodology used in Japan for organizing the workplace. I found this long before the currently popular Kondo Technique and books came along. Perhaps she had read and learned something of this technique too! I have a love of most things Japanese and this methodology is one I feel could be effectively implemented by many business’s or individuals even though it’s primary application seems to be in the manufacturing sector (Toyota and Canon are examples of Japanese companies that have implemented this system).

I tend to better remember systems that employ a simple name mnemonic‘s. I think the Japanese agree!

The 5 S Methodology works by sorting, straightening, systematic cleaning, standardizing and sustaining.

Seiri or Sorting
Seiton or Straightening (setting in order / stabilize)
Seiso or Systematic cleaning
Seiketsu or Standardizing
Shitsuke or Sustaining (sustaining the discipline or self-discipline)

It’s so simple it’s brilliant!

The main objectives in the 5S methodology include improve productivity and quality.

Another benefit is that this system encourages each person to take ownership of every item and their surroundings.

This is where personal creative participation should be encouraged (whether it be getting the children involved or the employees!) Health and safety improvements can be included as additional benefits. As with all systematic changes that individuals or companies may choose to adopt, they must be clearly understood by all and there should be clear goals associated with the implementation of such a system for it to be effective. If you would like to learn more about this methodology check out

If you’d like to learn more about this methodology check out Wikipedia to start with. From there you can find many other informative articles related to “lean principles“.

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Creative Filing Systems

by Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources Leave a Comment

Is your filing system in total chaos?

These creative filing systems may be just what you need to transform your paperwork (and digital files)!

“Filed Away” by Allison Koch (Charleston, SC- Installed at Artfields, 2016)

You’ve identified your filing mistakes, you’ve whittled down your paperwork to keep only what you need and your ready to set up your new creative filing system. Not every filing system has to be the same. Use your creativity to create a system that you’re more likely to maintain. If your files are digital rather than paper, many of these ideas will still work!

Get a handle on volume! How much paperwork do you need to keep versus toss?

Do you have just the essentials or a whole cabinet full of paperwork? The first step is to find storage to suit your style and space needs. There are tons of beautiful and creative filing cabinets, boxes and more to choose from. Here’s my latest roundup.

In the organizing industry, we refer to “filers” and “pilers”.

If your not into a re-purposed or disguised file cabinet and are looking for something different, a binder filing system might be right for you. Some people can’t stand filing papers!

Someone who tends to “pile” papers might be more suited to a binder system. nstead of a drawers you use a series of binders. I’ve created lots of these systems, some color-coded (by pereson or category), others with all the same color and labels.

Broad filing categories should be broken down further by accounts, dates or sub-categories.

For example, “Investments 2016” might include several brokerage accounts.
Determine the volume you have for each category (this post might be helpful) and what you need to keep before purchasing and setting up your system.
Three-hole punch the paperwork individually or use clear sheet protectors to keep papers in place.
Use binders for visual things you reference but don’t need as often.
It’s a great system to use for files that need to be transported frequently or referenced by many! I recently learned about the Trio (3 in 1) Organizer by Samsill (while attending NAPO Conference) and love the idea of a binder and loose accordion pockets all in one. There are 7 sections which you could use as a modified “tickler” system (more below). It’s a new product and I really like it, just wish it was a hardcover instead of the more flimsy plastic outer.

Have you ever heard of the tickler system? You’ve probably seen in use somewhere (& I don’t mean in the bedroom…;).

The original and most well-known is the 43-folders system includes 31 numbered “day” folders and 12 folders for the months of the year. This system is based on getting things done on time or at least on target.
A great system for someone working with projects, on deadlines or managing productivity and finances more tightly.
Simplified versions use 4 folders, one for each week of the month-use to keep on top of tasks that need to “get done”.
This system doesn’t really work for “archive” or files that need to be kept but not handled but it’s a great productivity system!
Think of it as a daily (weekly or monthly) “inbox” for all your to-do items.
As more and more of us get away from handling “paperwork” you might want to consider setting up a “digital tickler” system for your inbox. More can be found about the tickler system at Life Hack.

I can’t do a post on Creative filing systems without mentioning color coding!

Colors might be by category, person, project, date or any classification to help you to quickly identify what you’re looking for. I like to ask what colors people use to identify with each category. For example, if your home is yellow, you might use yellow folders for anything related to household. Likewise, financial papers might be in green folders or binders. You get the idea if your visual, color matters!

“We are all primarily visual, color is first, symbols second, numbers are third… and words last.” Graphic Design USA

Using file indexes is another great creative tip that I don’t see a lot of people using these to their advantage. Indexes can be for either folders or binders and can include color coding, categories, sub-categories and more. It’s helpful to have an index with binders or file drawers (in the front). Keep a backup index with your essential documents so that you have a record of everything in case you ever need to recreate what you lost. I hope these creative ideas help you tackle your filing with renewed enthusiasm!

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Five Common Filing System Mistakes

by Filed Under: Digital Organizing, Organize, Paper management, Productivity, Systems & Techniques, Tips & Resources, Uncategorized 1 Comment

The first response I usually have when someone asks “what do you organize” is “Paperwork”. After working my way through hundreds of hours of paperwork these are the five common filing mistakes that I notice again and again.

If your files are digital you can apply the same process to your digital systems.

The first mistake I notice is have NO system at all, bags and/or boxes are a jumbled mess. There can be many reasons for not having a system, including lack of “office” space or some kind of interruption in physical health or home (moving, remodeling etc). Some people don’t need a whole filing cabinet but even the paperwork minimalist’s should have a small fire safe box of essential documents at minimum.

The second mistake (this one doesn’t apply to digital files so you can skip it!) some make because they don’t like the look of filing cabinets or don’t think they can afford the space in their homes. There are a ton of attractive file drawers, some made to look like furniture and in complete disguise. If you don’t end up needing a whole file cabinet, just a drawer or a box may do just fine. I did a round up of stylish filing cabinets here if you’re looking for some ideas.

The third mistake I see are overly complicated systems. Most people don’t need more than 10-20 over-arching categories (finance, vehicles, investments, medical, insurance etc) with sub-categories under each. In this way, it’ becomes easy to go to the “financial” section and find the specific bank or investment you’re looking for. Create a quick list of the paperwork you tend to keep and group them by category for an idea of what your system may need to include. This works equally well for digital files and sub-files.

The example below is beautifully labeled but the “Alphabetical” system is so detailed without broad categories that it may be impossible for anyone but the person who created it to find anything. That’s something to keep in mind, be sure other people using the system will also be able to understand it. Too much detail or too complicated=total frustration & a failed system!

The less you have, the less you have to maintain and the easier it is to find what you need when you need it.

The fourth mistake (similar to third) is systems that are too vague and don’t capture categories clearly. A box labeled “files” or paperwork is one such example, when you open it, you can’t find anything because there is no order to what you’re keeping. I go into more detail here about creating filing categories.

The fifth and final mistake I’ll mention is that some people may never become “filers”. For such folks, using a binder or other creative filing system may be the key.

Striking the right balance when creating a filing system can be the key to maintaining it. There are a lot of different filing systems out there including tickler systems, the Freedom filer and more but in my experience, it’s finding the most simple system for the paperwork you need to keep that will work best for you. One category that everyone should keep on hand are vital documents. Check out my post that break’s down the essentials everyone needs to keep on hand and safe.

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Photo Organizing Old-School Style

Chances are that at some point you will be inheriting old photo’s if you haven’t already.

Should I go digital?

If you are ready to go digital, read on to learn how to make this transition.

Digital Novice or Paperless Pro? Where do you fall in the Tech Savvy Spectrum?

Organizing using the 5S Methodology

Long before the Kondo Method came along…the Japanese were using the 5 S Methodology

The 5 S Methodology works by sorting, straightening, systematic cleaning, standardizing and sustaining.

Seiri or Sorting

Seiton or Straightening (setting in order / stabilize)

Seiso or Systematic cleaning

Seiketsu or Standardizing

Shitsuke or Sustaining (sustaining the discipline or self-discipline)

The main objectives in the 5S methodology include improve productivity and quality.

Creative Filing Systems

Is your filing system in total chaos?

These creative filing systems may be just what you need to transform your paperwork (and digital files)!

Get a handle on volume! How much paperwork do you need to keep versus toss?

In the organizing industry, we refer to “filers” and “pilers”.

Broad filing categories should be broken down further by accounts, dates or sub-categories.

Have you ever heard of the tickler system? You’ve probably seen in use somewhere (& I don’t mean in the bedroom…;).

I can’t do a post on Creative filing systems without mentioning color coding!

“We are all primarily visual, color is first, symbols second, numbers are third… and words last.” Graphic Design USA

Five Common Filing System Mistakes

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