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Dana
Posted: 1/21/2010
 

Our family has suffered several issues over the last 3 years - children's surgeries, multiple moves, we operate several different businesses; one business was robbed, and during the robbery, the place was trashed and file cabinets taken - they scattered the paperwork everywhere and used the cabinets to carry out products.  As this occurred during the time frame of extreme health issues with 2 of my children, others just put the mess into boxes and carried it out of the building to another location until I was "ready" to deal with it.  The time is now, and I have no idea where to start - we are talking about 12 years worth of files and paperwork for multiple businesses, plus personal paperwork, and of course, tax paperwork mixed in.  How do I set up the best system to start sorting- I'm thinkging by year, then to business, then to customers or vendors or projects, etc...

At this point, and advice on starting from ZERO would be appreciated!!! 

Judy
Posted: 1/21/2010
 
First, I'm really sorry to hear about the misfortune you have had over the past several years.  I know how things can pile up on one's emotions, and my hat's off to you and your family for even surviving all of this without a total meltdown. 

Secondly, while I am no expert on this, here's how I would approach your task that feels overwhelming at the moment.  I would set up empty plastic tubs or cardboard boxes all around you, sit on the floor, and just start one-by-one going through everything.  After 12 years of stuff, you might find that much of what you have can be purged, so be sure you are familiar with the records retention rules associated with your business.  Some records are only required to be kept seven years, others for the life of the business, etc.  Label your tubs by business, including one big tub for trash.  Then just start sorting.  Once you have everything sorted by business, then it may not feel so overwhelming to go through one business at a time.  By then, you will know that everything in there needs to be kept and filed, so you can then start with the wonderful Smead products to establish your filing system by business. 

This may take a while to do, but you can at least feel good once you get the first business files set back up into a manageable form, and then you'll be inspired to do more.  Especially when all the paperwork is cleaned out and up-to-date and you know it's necessary.  What a wonderful feeling that will be!

Good luck, and I hope 2010 is a much better year for you!