ORGANIZE

While no two children are exactly alike, one thing units every family: Process. And Process involves a lot of documentation and paperwork.

There is no one perfect way to create a system. Different computers, different skillsets, different journeys — they can all affect what route you take. Here are some approaches that can help keep documents together and organized for easier reference:

Dedicate an area to tangible paper documents

Could be a box, a drawer, a file. Whatever works for you. Just keep snail mail and your print outs in one place. File away in manageable chunks, whether that means every month or every week for you.

Dedicate a folder to digital documents

A dedicated, clearly labeled “to file” folder means you can revisit a chunk of documents at a time instead of doing it every time you get a document.

Keep EVERY postage stamped envelope you receive in the mail

When you receive something in the mail, keep the envelope. As it takes time for the mail to make it to its destination, the postal stamp on an envelope is sometimes a more accurate date than what’s on a document.

Create a digital file naming system using DATES ONLY

Use a consistent DATE convention first when saving things in digital form. Do not organize by category (academic testing) or file type (IEP drafts, etc). Use the convention [YYYY-MM-DD_FileNameWithKeywords]. “Keywords” refer to the type of document it is… consent form, neuropsych report, IEP amendment, etc.

Dates/numbers are the most consistent, easily remembered constant and most easily sorted, digitally.

Keep a BOTH printed hard copy and a digital version of EVERYTHING

Different providers prefer different mediums. Some want a hard copy. Others like FTP (digital File Transfer Protocol like Google Drive or DropBox) or email. While it takes time to keep both, it can be very helpful in the long run. It also means one version backs up the other in the event of a digital accident, spill, etc.

Use a 3-ring binder for paper versions.

When that binder fills, start another. Give the binders a numeric (#1, 2, etc.). Label the binders with the date range inside.

Avoid clear sleeves in the binder

If something is delicate or irregular size, using them makes sense. In general, they prevent you from being able to flip through the pages of individual documents in your binder easily. Just paper clip or staple grouped pages together.

Invest in a quality 3-hole punch

Ideally, a solid, multi-page one with a lever.

Create one MASTER FOLDER on your computer for ALL the digital versions

This is different than the “to file” folder. This is your master file of digital documentation. When you are leveraging a dated method for titling files in your digital record keeping as noted above, files will sort chronologically, even when you sort by name. This is because the name is numeric. This is the most simple and straightforward method to reference documentation, as needed. It also builds a timeline history automatically for you.

You can save important emails as pdfs.

See below.

Create a SINGULAR document that serves as a master file

This is one singular document that you add to over time. It can become one (often long) chronological index of all the testing, noted communication, progress reports and more. As we are not lawyers, refer to Wrightslaw on their counsel-friendly methods. While you may never have to use it for legal reasons, it keeps things very organized for easy personal reference when it comes to monitoring progress.

Print it from time to time to have it both digitally and a paper back up.

Save toner and time by signing things digitally.

You do NOT have to do the print, sign, scan, re-print with signature dance. There are many free ways to put a digital signature directly on a pdf.

There are apps specific for this and different platforms have different ways (iOS vs PC), but one way is to take a screen shot and use the line drawing function.

A direct method is this: when you have a pdf open, look for a TOOLS > ANNOTATE > SIGNATURE. Apple computer allows you to take a picture of your signature with its webcam. Choose ADD SIGNATURE and follow prompts. You can also add text directly using TOOLS > ANNOTATE > TEXT. This is particularly handy when you want to make a note on a document or would like to add a date next to a signature.

Adobe Reader offers more functionality, and most computers have it or have the ability to use it once downloaded. You may have to Google for tips on how to do with with your device; just know that embedding signatures and text directly into documents makes things far easier in the long run.

You can convert emails, jpgs and more to pdfs — directly on your computer.

Hit PRINT. Then choose save to PDF function. Title with the [YYYY-MM-DD_FileNameWithKeywords] convention.

Drag it to your master folder.

Make sure you print a copy for your paper binder.

You can do this with important emails too!

Printers with large capacity document feeders are incredibly helpful.

If budget is a challenge, look for a used one as businesses upgrade all the time. You don’t even need toner. Just the feeder. They can turn a 50 page paper record into a digital file in seconds and prevent you from taking trips to Staples and/or the Library for their equipment.

Scanner apps are also incredibly helpful

They can convert smartphone photos into multi-page pdf documents. An alternative to the large-capacity feeder method but also very effective. They are useful when sharing those school and camp health forms to nurses too.

Save your receipts

For neuropsych reports, etc. and mileage to tutors, school, testing. There may be tax benefits. There may also be reimbursement in some legal circumstances. Refer to tax professionals and legal counsel for specifics.

In the meantime, document and save all of your relevant financial paperwork.