Posted by Pierces Notary Services on 11/30/09 11:17am
Msg #312479

How long do you keep

all the applications, agreements, contracts for various companies you sign up with? I have a pile from day one (6 years worth) that I am wondering if I need to keep. I'm in the process of moving my office to a larger room in my house. Have outgrown the one I currently use.

Reply by CopperheadVA on 11/30/09 11:20am
Msg #312480

I scan to pdf and then shred the hard copies. I just can't keep that much paper around - it will overtake everything! In fact, I have a stack just waiting to be scanned....

Reply by Pierces Notary Services on 11/30/09 11:25am
Msg #312484

scanning is an excellent idea! Some are from the beginning of time so I will toss but I just purchased a new scanner and am going to start scanning my receipts, etc. too.

Reply by Linda_H/FL on 11/30/09 11:20am
Msg #312481

I go through them every few months or so and discard the ones for the companies I've never heard from and any others over a year old - in all honesty once they're signed and submitted I've never had occasion to go back and read them again.

Who knows? Weed enough out and you may not have to move your room!!!...LOL

Reply by NewPhoenix on 11/30/09 11:21am
Msg #312482

Re:How long do you keep n/m

Reply by Gary Boehm on 11/30/09 11:24am
Msg #312483

I'm a bone file packrat...

...so don't ask me LOL!

But my comment is, it must be nice to have a larger room in your house to move into! My room just keeps getting smaller. In fact, the longer I live here the more I think the house is shrinking!

Good Idea Copperhead!

Reply by Pierces Notary Services on 11/30/09 11:31am
Msg #312485

Re: I'm a bone file packrat...

We have our bedroom downstairs on the first floor which is small for a bedroom w/no closets. My stepsons have had the larger room upstairs since we bought this house 6 years ago. Well the oldest one doesn't come anymore on the weekends so I am moving the younger one into my current office - big enough for a twin bed, tv, dresser, etc. and moving my office down to my current bedroom which is bigger than the office now and we are taking the "big" bedroom for ourselves and it even has a closet...I have one large closet in my house and it is in the bedroom we are moving into...I'm so excited to finally have a decent size bedroom. I think my old bedroom used to be the living room and our living room used to be the dining room and kitchen until they added the kitchen on....old 1800's home.

Reply by Linda_H/FL on 11/30/09 11:39am
Msg #312488

Re: I'm a bone file packrat...I used to be

and still find myself keeping things "just in case" - and I know as soon as I toss it I'll need it - however, I've been working on weeding out so things are organized for my daughter in case anything happens to us (or for my husband should anything happen to me)...

Reply by mwm143 on 11/30/09 11:34am
Msg #312486

If you toss the ones that have gone out of business

or the ones you choose not to work with, how many do have left? I personally toss them when it's time to get really organized and start on taxes. So, about a year. I've never had a reason to refer back to them.

Reply by Pierces Notary Services on 11/30/09 11:37am
Msg #312487

Re: If you toss the ones that have gone out of business

I have never had to refer back to them...wondering why I keep them but then you know there will be that one down the road that you have to.

Reply by GOLDGIRL/CA on 11/30/09 12:08pm
Msg #312490

HELP!

This reminds me that I actually have saved every single job order I have ever received (thousands by now). I print out all my confirmations, then store them in what are now boxes and boxes labeled by month and year - what am I doing this for? I've only referred to a few of them for late payment issues. Is this pack-rat OCD to the max or what?

Reply by Linda_H/FL on 11/30/09 12:13pm
Msg #312491

Re: HELP!

I forget how long it's required (3 or 7 years) but I keep all confirmations and signing notes for as long as Internal Revenue has the right to come audit me.....and they're paper copies - but that's just me.

Reply by Shoshana/AZ on 11/30/09 12:22pm
Msg #312495

Re: HELP!

Just curious. Does your accountant tell you to do that?
I would imagine that if you keep good bookkeeping records that should be enough.
I always declare more income than my 1099s anyway.

Reply by Linda_H/FL on 11/30/09 12:34pm
Msg #312496

Heh..I AM my accountant....:)

The records I keep also include mileage verification, etc., etc...and should I not back up my computer, which I've been known to do - well, crashed hard drives are not conducive to retaining records.

As for the 1099's? - I never get any, so I'm on my own as far as accountability is concerned. I think I've received one 1099 in the three years I've filed returns for this business.

Reply by Shoshana/AZ on 11/30/09 12:48pm
Msg #312497

Sounds like you're doing a great job! :)

Just do a printout once a month. In a pinch your diary (I still keep an appointment calendar) or maybe even your journal could be an accurate record.

Reply by Pierces Notary Services on 11/30/09 12:54pm
Msg #312498

Re: HELP!

I keep all my confirmations with the check stub attached to it and keep them in box for the year I did the work.

Reply by jba/fl on 11/30/09 1:52pm
Msg #312500

Re: HELP!

I do the same, throwing away any other supporting documentation (FedEx airbill copy, "instructions to notary, etc.) so there is just a confirmation page w/check stub.

Reply by Jim/AL on 11/30/09 8:31pm
Msg #312537

Re: HELP!

Hope you are shredding the airbills if they are hand written. I started to toss mine (I also only keep confirm and check stub) and realized I could be giving someone a whole bunch of fedex and UPS account numbers if they found my pile. They are so thin and easy to shred I just stack these seperate from trash and shred very quickly.

If all of a sudden a TC started getting charged for multiple packages leaving my zip code, I think I would get a nasty phone call, lol.

Reply by jba/fl on 11/30/09 8:40pm
Msg #312539

One identity theft leaves one entirely paranoid....

airbills - that is still sensitive information. Take a guess what I do - admonishments are not necessary. I shred junk mail and/or burn it it all. I see people have thrown away their paystubs with SS #'s on them, I do my good deed for the day and they get added to my bin. Identity theft is not a good thing. Many in the general public are so lacksidasical about this.

Reply by MW/VA on 11/30/09 2:48pm
Msg #312508

Re: HELP!

I have a cover sheet that I make up for each assignment. I attach the confirmations to that, etc.
They're filed in "Unpaid" invoices until the check comes. I write the payment date & check # on it, enter it into my QB program, and then file it in a file box with paid invoices for that year.
Simple system, but I have all my documentation to keep for the IRS.