How to create an "Oasis" Filing System for Bills & Statements | Kacy Paide, Professional Organizer

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Kacy Paide, Office Organizing Expert in Metropolitan Washington, DC
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I’m surprised it’s taken me so long to do a video on a system that I have created dozens of times over the years.
The BIGGEST problem many of my clients have is that of incoming mail. Most of the mail they keep is bills and statements.
This certainly doesn’t apply to everyone, as many people have everything on autopay and have opted out of paper billing, but even in “the paperless future” of 2019, so many of you are still receiving these items and feel the need to keep them for a certain amount of time.
This isn’t the place to get into whether or not you need to keep them and for how long, but for those of you who want to keep bills and statements for a certain period of time, boy do I have the solution for you. It has worked for countless clients. What they love about this system is that it is a safe space that can be created quickly for what they feel inundated by and buried under. It becomes an oasis in a sea of paper, putting out an immediate fire. This is why it is often the first system I create for a new client. Enjoy!

[@snarks4087]

Even though this is now four years ago. I specifically needed this paper system. My now ex husband left us two and half three years ago. If I did not have this system I would not have been able to track anything that he had digitally. So ladies. You need this and you need to know the bills and account numbers and make sure you know that you are allowed to be authorized to even talk to collectors on the phone or you are sunk. Paperless is great but in my situation and now it’s at an end. I will always have this system forever. Also, for in the future if anything was ever to happen to me? My kids or family can go to this system to see right away where and how everything is set incase that need to know what bills were paid or due etc. still “old school” method is the best for all circumstances. Good luck.

[@KacyPaide]

Thank you for sharing! This older video is still in my top 3 favorites. It's so custom, but born out of some universal problems.

[@tohrurikku]

One good thing about paper bills, you always have it on hand. If your internet is down, you can have the bill in hand when you call your service provider. If you did not have the paper bill you would have to go off your memory because you do not access your email. If you need to go into somewhere and discuss an issue with an office you can bring your paperwork with you as evidence.

[@KacyPaide]

Thanks for sharing. I'm glad you found this video of mine from a few years ago!

[@808Blessed1]

Hi Kacy!! Been enjoying watching your videos especially this one paper is the hardest for me. Not sure what to keep or trash. I have work, home, and school paper work it’s been overwhelming. Thank You for sharing.

[@KacyPaide]

You're very welcome. Thank you for watching! Be sure to sign up for my free video course at www.theinspiredoffice.com/freevideocourse I'm sure the questions I ask in that series will help you to decide what to trash.

[@demitasse211]

Thanks so much for this, Kacy! I love the format of the photo lessons 🙂

[@KacyPaide]

Glad you like the new format! BTW this video is one of my all-time personal favorites. If I can't give a lesson straight from a client's home, photo lessons are the next best thing.

[@victorsales5]

Cool! Nice to see a new video!

[@KacyPaide]

Thank you Victor!

[@maryd253]

Thank you. Your videos are very helpful

[@KacyPaide]

You are welcome! Thanks for watching.

[@MakePeace123]

❤❤❤ Thanks

[@KacyPaide]

You're welcome.

[@maryherje7120]

Hi Kacy! Question: do items get filed once paid, or before they are paid...? Not sure how you intend it to work. Thanks! -Mary

[@KacyPaide]

Hi Mary! This box is strictly for paid bills. I always keep unpaid bills in something clear, like a transparent file folder.

[@jennifers5778]

Do you keep each monthly statement in each folder for an entire year?

[@KacyPaide]

It's going to be different for everyone, but in this case she kept just one calendar year in each folder (I think). I've also had people keep the last 12 mo, discarding last June when adding current June. Hope that helps!

[@tskiddles]

My house neeeeds you

[@KacyPaide]

Maybe I can help! I live in Silver Spring, MD, but help folks across the country in-person & virtually. Check out my Work With Kacy page on www.theinspiredoffice.com

[@tarosaso]

excellent content as always. Please Kacy, it's time to invest in a microphone, I've been your fan for years and it's always a bit disappointing the low sound of your videos :(

[@KacyPaide]

I couldn't agree more, so good thing that my new lapel mic came last week! My last one was so frustrating - sometimes working and sometimes not (even when I thought it was). It's been frustrating when realizing the sound was poor only once I got into in for editing. Argggh! Had to make a lot of judgement calls to just post a video instead of scrapping it. I can't guarantee I'll always have a mic when doing on-site videos, but am making a concerted effort to improve the sound on as many future videos as possible. Thank you for sticking with me!

[@tarosaso]

You're the best Kacy!! 👏👏👏🤗