With a new year comes the reality that April 15th is just
around the corner!  It seems that the process of gathering
information for preparing taxes is almost as painful as
writing that check to the IRS! However, if you have an
effective filing system the process it may not hurt quite
as much, and it will certainly help cut down on the time
spent searching for receipts if you are currently throwing
everything in a drawer.
 
Years ago we invested in a 4-drawer file cabinet.  
You may not need that much space, but whatever you use,
even if it's a cardboard box, think about purchasing
manila folders to create a file for each category.
Set your files up in a way that makes sense to you.
My file drawer includes files for homeowners insurance,
health insurance, life insurance, Visa, American Express,
Bank of America (for checking), Ameritrade, Ford Explorer,
Ford Windstar, medical, travel programs, contributions,
utilities, receipts, and home.  If you receive monthly
statements or write checks to them, you probably need a folder.
 
I use a hanging file folder just so the manilla folders
don't get lost in the bottom of the drawer, but then I also
keep a manilla folder inside each hanging folder.  When
the end of the year approaches, I simply pull the
old manilla folder out of the hanging folder and
replace it with a new manilla folder that is marked
with the new year.  For instance, I will replace my
"Visa 2002" folder with a new one that says, "Visa 2003."  
I will put all of the 2002 files in a cardboard banker's
box with a lid, and will also create a new manilla file
to go in that box that says, "Income Taxes 2002."  In
that file I will place statements and information that
will be necessary for claiming deductions on my tax return.
It helps keep me from scrambling at the last minute to
find the mortgage statement and W2s.
 
In addition to these "removable files" that are designated
by the year, I have files that will remain in my cabinet
until I no longer own that item.  For instance, the
"Ford Explorer" file contains every invoice for every repair
made to that car in the past 10 years. I learned years ago
that it's important to track even the oil changes in case
you have a problem that might be covered by the warranty.  
The manufacturer will require proof that you have maintained
your car properly before they will honor the warranty.  This
file is also helpful to have when you try to sell the car.
The file for "home" contains service policies, receipts for
the new air conditioner we had to put in this summer, and
anything relevant to operating our home. In fact, in the
hanging folder for "Home" contains several folders that
separate this information.   
 
If you don't have a serious filing system, now is the
perfect time to start one for 2003.  Once you set up the
system and start using it, you will see the benefits of
having your paperwork organized.  It feels good to be
able to locate a receipt when you need it and may actually
help you save money by being able to provide proof of purchase.
 

Copyright 2002 Joyce Moseley Pierce  
mailto:piercejam@sbcglobal.net
Joyce is a freelance writer and owner of Emerson Publications.
She is the creator of "All They'll Need to Know," a workbook
to help families record personal and financial information.
ISBN 0-9725726 http://www.emersonpublications.com/pages/843554/index.htm
She is also the editor of The Family First Newsletter, an
ezine for families with young children.  To subscribe:
http://www.emersonpublications.com/pages/848640/index.htm