Tag Archives: paperwork

Life is too short not to have a Filing System

How can people live without at least one small filing cabinet in their houses?  How do they access the mountains of paperwork which drop through our letterboxes, into children’s bookbags, handed to you on the doorstep by frightening, burly men …. oh sorry, forget that last bit.  But you get my point.

At any given time, I have a pile of papers on my desk that are waiting to be dealt with by return letter, the filling in of forms, the production of other documents, ‘phone calls at the very least and almost always requiring the handing over of shining piles of cash.

The only way of keeping on top of this lot is to have an accurate, well organised filing cabinet which is regularly scanned and weeded for superfluous and out of date papers.  I have a large filing cabinet that has been travelling with me for the last 20 years.

The top drawer is devoted to The Wartime Housewife (and who isn’t?), the second drawer is for major household categories that require money to change hands eg utilities, car, schools, bank, tax etc, important documents such as medical cards, passports, birth certificates, and instruction leaflets with their receipts and guarantees.  The third drawer is predominantly recreational – Scouts, vet, English Heritage and that sort of thing.

When the car needs insurance or an MOT, I go the Car File and take out the envelope marked ‘Car Docs’ which contains MOT, Insurance policy and the log book.  Today the Inland Revenue needed a copy of a document from several years ago and I was able to go straight to my drawer and retrieve it while the chap was on the ‘phone.

The thing about accurate filing is that it saves so much time.  Having systems for dealing with incoming mail and tasks means that you have infinitely more chance of keeping on top of things and significantly less tasks of letting something critical slip through the net.

I have an In-Tray next to my desk where papers go for sorting.  I then have three magazine holders on the other side of my desk marked ‘Things to be Done Imminently’, ‘School & Scouts Letters and Forms’ and ‘Things to be Kept at Hand’.  The things in the first two holders will also appear on my (typed) Things To Do List which is pinned to my noticeboard and, when completed, the documents are either filed or thrown away.

I also have plastic folders for ongoing issues (in the To Be Kept at Hand), such as the car accident I had last year and every time I make contact with the insurers, I add a note to the file with the details so that I have an accurate record of every step.

The other things I do which I find endlessly useful, is I keep a sheet on the computer which has a list of all my regular income and expenditure on a monthly basis and every time something changes, it is updated and a printout stored in the file.   This not only helps me to keep a tight rein on my finances but I am frequently asked for this information and I save so much time by having the data at my fingertips.

My only problem is that I do have a box of filing which came with me from the old house, but it is only small and if something isn’t in the file, it will be in the box.

Without these systems I would probably be in jail.  I have poor short term memory and too many demands and variables in my daily life.  My brain is, by nature, chaotic and I impose these structures in order to function. Before I realised the value of systems, I lived in chaos and was constantly fire-fighting.  Life is just too short.

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Filed under Household Hints, Life in general, Slider

Ill-mannered letters and other people’s whiplash is grinding me down

Angry Bird - like wot I am

In fact, it’s not just the paperwork, it’s the tone of the paperwork.

Having recently become self employed, there is an astonishing amount of paperwork required of me on an almost continual basis, mostly because there are lots of things that I now have to pay for which I didn’t before.  I am also constantly asked to account for myself to various bodies and, whilst I understand that this needs to be done, I come close to getting upset by the hectoring tones of many of these letters.

One letter, asking me for details of the work I have been doing has the penultimate paragraph in large, bold type, some of which is underlined, threatening that if I don’t provide this information within 15 days the payment in question will stop.  This is the first letter of its kind from them and I would mind less if it hadn’t, in fact, been sent to the wrong address.

I have two other ill-mannered letters this week.  The first one regarding Council Tax which is threatening me with court action if I don’t pay £27 which is 7 days overdue.  They informed me that I was  constantly falling into arrears in this financial year and that it simply would not do.  I only received the letter confirming my Council Tax bill three weeks ago.

The second made me want to spit blood with rage at the hypocrisy of it all.  For the first time in a very long while, I was overdrawn at the bank.  Overdrawn by £8 for a grand total of 4 days.  This meant that a direct debit was not paid and for which I was charged £8.  Fair enough.

What was not fair enough was the letter that I subsequently received from my bank lecturing me on the evils of being in debt, that it was totally unacceptable to overdraw without authority and would I like to see an advisor and go on a debt management course.

Do you know what?  I would like the banks to go on a debt management course.  Added to that, I would like the writers of these letters to think twice before assuming that everyone is a work-shy, backsliding criminal.

I just get angry, but I wonder what an elderly or vulnerable person would feel like if they received letters like these.

And whilst I’m on the subject of getting angry, I would like to share with you my entire morning spent trying to get a quote on my car insurance.  My insurance has gone up by over £250 since last year and that was the cheapest quote I could get.  I was expecting it to go up a little bit because I took someone’s wing mirror off back in July and, apparently foolishly, owned up on the flimsy grounds that it was categorically my fault.

I asked each insurer (I rather quaintly get my quotes from humans on telephones) why premiums had gone up so much.  Each one told me that a large factor was the no win no fee companies urging people to claim for whiplash.  Apparently the new trick is to get your friend to bang into your car from behind, you both claim on your insurance, then get a whopping payout for whiplash – the going rate is currently £2k.

When some stupid tart ran into the side of me a year ago (still not gone to court, incidentally) I was bombarded with calls from claims companies for weeks afterwards asking whether I was getting headaches or back pain. Several of them suggested that I was foolish not to claim as whiplash was virtually impossible to gainsay.  Needless to say, I refused to play the game, again on the frail excuse that I was not actually injured.

Nonetheless, my premiums have gone up by £250.

I am very, very cross.  I probably blame Thatcher.

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Filed under Life in general, Transport