Getting Organized “What to
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Transcript Getting Organized “What to
Getting Organized
“Keep It or Toss It”
by: Mary Lou Odle
District Extension Agent—Salina, KS
K-State Research & Extension
785-309-5850 [email protected]
What needs your attention?
Clutter
Clothing
Papers
Records
Get Started
Have a Plan
Set deadlines
Get your family involved
Take action
Clutter
Basket for mail
Containers for gloves, etc
Hooks or special spot for easily lost items
such as keys
Each evening have a “pick up” time
Clothing
Spring and fall—clean out and toss
If it doesn’t fit—recycle
How much do you need?
Papers
Newspapers and magazines—share, recycle,
Mail—Shred junk
Bills—Have special location and mark date to
pay on envelope
Mark tax deductible bill
After bills paid, file for taxes
Use These
Catalog opt out
www.cataloguechoice.org
Credit Card opt out
1-888-567-8688 or
www.optoutprescreen.com
Free credit reports:
www.annualcreditreport.com
Do Not Call List
1-888-322-8228
Organizing Important Papers
Are you prepared?
Can you find important documents?
Bank Acct. info., Credit Card info., Wills and
Trust, Insurance info., Farm related info.
Emergency situation information
Warranties
Important Information Notebook
Provides quick reference to entire financial
picture
Provides valuable information someone else
may need to manage your affairs
Tell several people where to find notebook in
case something happens to you
Include in Information Notebook
“Our Valuable Records” Extension bulletin MF68
at www.oznet.ksu.edu/publications or extension office
or fillable “record of important papers” at
www.centralkansas.ksu.edu
Personal and professional directory
List of files in file cabinet and records on computer
Document locator—will or trust, etc.
User name and passwords for computer programs—
location of back up files
List of debt obligations with due dates and contacts
List of insurance policies
Information notebook-cont.
Property inventory—personal and real
www.knowyourstuff.org
Location of safety deposit box and where key is kept
Location of list of who is to get what personal items
Burial plot contact
Where to locate advanced directives—Living will and
Medical durable power of attorney (forms at
www.aging.ksu.edu)
Social Security and Medicare nos.
Farm Information for Notebook
List of land owned and rented (map out of
Rural Directory-locations marked)
List of owners & phone nos.
List of tenants & phone nos.
Where leases stored so family can honor
How land is rented-cash rent or share
Inventory of what equipment you own, % you
own, or what dad or partner own
Who share equipment with
Who owns small equipment and tools
Farm information-Cont.
Financial statements for several yrs.
Cash flow—most lenders require.
Name and Phone numbers for following:
Contact at FSA or NRCS
Loan Officer
Crop Insurance Agent
Farm information--Cont.
Contact at elevator
Extension agent
Agronomist
Repairmen and parts man
Where septic system lines run
Main water shut off
Records to Keep
Ask yourself two questions:
What could happen if I did not have this
particular information or receipt?
Will it cost dollars and time to replace this
rather than keep it?
WHEN IN DOUBT, DON’T THROW IT OUT!
Do you have files for
Family records
Property records
Financial records
Legal records
Farm records
Establish a system that works for you
Where to Keep Important Papers and
Information
Wallet
Temporary home files
Permanent home files
Computer files
Safety deposit box or home safe
Long term storage
Keep records cont.
Wallet—things you may need day to day
Take photo copy of all items
Temp. files-Bills to pay, current activity
Permanent file suggestions:
Credit & Debit Card nos. and contact nos.
Estate plans—trust & will
Farm Records
Insurance
Investments
Permanent files cont.
Personal or family
Property
Organizations
Vehicles
Taxes
Any other files you find necessary
Computer Records
Scan or download and toss some paper
Keep up to date with recordkeeping
Back up often
Store backup of important information
somewhere else
Papers to keep or toss
Land and home purchase papers-permanently till sell or die.
Proof of loan or mortgage payment-indefinitely
IRA—if non-deductible contribution, permanently
Retirement-savings plan—keep annual statements
Brokerage statements—until sell—Could be computer file
Bills for large purchases—as long as own
Pay stubs—one year till get W-2, W-2 till get Social Security
Crop insurance—one year or longer to compare for future years
Farm equipment papers—keep till sell
Repair bills—for taxes or proof of work done
Sign up for computer billing
Monthly bills—one yr.
Receipts-minor purchases-3 months then toss
What should you keep & How Long?
Income Tax records and receipts
At least 3 yrs. Or if did not report all income or
there might be fraud—keep indefinitely Farm
Management Assoc. suggests at least 10 yrs.
Keep actual tax return permanently
Credit or Debit card receipts—till get bill or
bank statement--or longer to prove purchase.
Keep bills one year
Other receipts—as long as need as proof of
purchase or for taxes or until recorded on
budget sheets
Safety Deposit Box
Anything you can’t replace or would be costly
or time consuming to replace:
Birth Certificates
Marriage Certificates
Divorce papers
Military papers
Contracts
Copies of Investment information
Only people listed at bank can get into box
Replace vital records
KDHE Office of Vital Statistics
www.kdheks.gov/vital
785-296-1400
Get records of events in Kansas
Births
Deaths
Marriages
Divorce
Plus how to get information from other states
Family Records to Keep
Insurance policies
Health records
Education
Licenses to practice-certificates
Birthdays and marriages
Family history
Household inventory
Warranties and receipts
Health Insurance
www.khiastatepool.com
For people who have been turned down for
health insurance 1-800-362-9290
Pre existing condition plan: 1-877-505-0511
SHICK—Senior Health Insurance Counseling
for Kansas 1-800-860-5260
Information for people on Medicare or soon to
be on Medicare
Emergency file
Something you can grab and easily take with
you in emergency.
List of medications, name of doctor
Health insurance ID number
Home and farm insurance policy no.
Bank account numbers
Cash
Family & friend contact list
Other organizational tips:
Make a bucket list—what do you want to
accomplish before you die
Envelope for current receipts till sure product
works
Gift some things to others (Cash--can give
$13,000 to anyone in 2011)
Toss and recycle anything you can part with
Shred anything with your information
Enjoy the freedom of being able to find what
you want when you want it.
Resources:
“Our Valuable Records”
www.ksre.ksu.edu (click publications)
“Family Resource Management---Getting
Organized Series” by Alaska Extension
www.uaf.edu/ces (check publications)
To order Rural Directory: 806-365-2106
Central Publishing Co. Inc.
Other Resources
www.ksre.ksu.edu
K-State Research & Extension web pg:
www.agmanager.info
www.rightrisk.org
Click on resources at bottom of page.
Several states coalition of Research &
Extension educational programs for farm
families.