As always, we have a couple of things to remind you about before jump into our project.  First, keep your document and files protected.  Second, this is your project.  Our articles are suggestions on how to handle this type of project, but you should definitely structure and organize your document scanning in a way that keeps things simple for you.  After all, if a project like this became too complicated or confusing, who would actually finish it?

File Naming

For each of the documents you scan onto your computer, you will be asked to provide a name.  In the spirit of saving time and frustration, I recommend that you name them as you scan them.  Playing the “I’ll take care of it later” game will only cause you more headache when you have to go back through all of the files and open them up one-by-one to properly label them.  It is important to follow a certain naming pattern when saving these files as well.  Doing so will aid you in locating these files later on.

A naming structure can be anything you like, but there are several key bits of information that you should include:

• General description of document
• Year of document creation/coverage
• Company/Entity who issued document

Example Structure: year – gen. description – company
Example: 2010 – Car Insurance _ Civic – State Farm

The benefits of naming individual files with this type of system are numerous.  Mainly, should your folder structure get overly complicated or you simply forget where you stored things, you can simply run a keyword search for the document you need.  In the case of the example above, I could look up “car insurance,” “civic,” or “State Farm” to find the policy for my car.  If I stored scans of multiple car insurance documents, the results would be very east to look through and pinpoint what I need.  Also, by putting the year of the document first, the documents will always be labeled in numerical (chronological) order, since Windows displays documents in alphabetical order by default.

Folder Structure

Equally as important, if not more, is the structure of the folders in which you store these files.  Without a well-thought-out folder setup, your files will quickly become too much to handle and you’ll find yourself lost in the madness.  Again, this structure is ultimately up to you, but here are some examples of structures that might work for you

Example 1: Simplified Top Level

• Insurance
  • Medical
  • Home
  • Car
• Legal
  • Taxes
  • Will
  • Home
• Personal
  • Identification

Example 2: More Categories

• Home
  • Insurance
  • Taxes
  • HOA Paperwork
• Car
  • Insurance
  • Title
  • Registration
• Financial
  • 401k Information
  • Taxes
• Personal
• Medical
• Legal

Storage

SECURITY first!

You want to store your documents where you can get to them easily after a disaster or simply to update them, but you don’t want them easily found by others.  Another important rule for storage is “don’t put all of your eggs in one basket!”  Store your files in multiple places, even if one of those places is not easy to get to.  You don’t want to put forth all of this effort and have it wiped out by a tornado, flood, fire, etc.  You’ll also want to make sure that any storage method you use is password protected and encrypted, if at all possible.

Here are some ideas of storage devices you can use:

• Jump drives (also known as Flash drives or USB sticks)
• CD
• DVD
• External Hard Drive (most likely overkill, but maybe you want to store all of your photos as well)
• Online backup
• Online storage (like Dropbox)
• Flash memory cards

Keep in mind that you’ll need to be able to access the information stored on any device, so using something like a flash memory card will require the proper hardware to read it.  Jump drives and CD’s are far more universal and will be easier to open later.

Related Articles

Hurricane Preparedness – Scanning and Saving Important Documents

Hurricane Preparedness – Scanning and Saving Important Documents – Part 2

For any hurricane season, there are a few basics to concern yourself with.  You should have a safe place to weather the storm and enough food and water to last for at least a few weeks.  Check for flashlights, batteries and other essentials.  But then what?  It seems like we always forget something important when rushed into situations like this.  Imagine the post-storm recovery.  You might have evacuated the area or worse, your home might have been destroyed by flooding or tornadoes.  What then?  Were you prepared to start over or deal with the enormous task of insurance claims and a mountain of paperwork?  Wait, the paperwork!!!!!  That’s where today’s article comes in.

Before it’s too late, before you say “I wish I had thought of that,” before you have time to forget about it…. you need to locate and backup your important documents.

Preparing Your Documents

Before you can begin copying, scanning or organizing your important documents, you must establish what documents you need and where they are currently.  There is no complete list of documents anywhere, but many different sites that can help jog your memory and get you started.  Here are a list of items I put together and a few helpful links.

Important Documents

• Identification (Drive’s License, Passport, Social Security, Birth Certificate)
• Insurance Information (Medical, Home, Car)
• Wills
• Property Records
• Power of Attorney
• Credit Card Information
• Financial Information (Bank Statements, Account Numbers, Retirement Accounts, 401k, Investments)
• Any original documents with a signature

Links to Lists of Important Documents

While all of these links don’t pertain to scanning or backing up important documents for a potential disaster, they do provide valuable information that can help get you started on your own list .

• Organize Important Family Records (Microsoft Home Magazine)
• What to Back Up (HP Web Site)
• List of Important Documents - PDF (PBS Article on Caring for your Parents)
• Emergencies: Are You Prepared – PDF (University of Kentucky – Agriculture)
• A Checklist of Important Family Documents (Portland Online)

Word of Warning

If nothing else, compiling this information into a Family Information folder or portable filing system will help you in the event you need to evacuate your home.  Just keep in mind that this information is of the utmost importance and should be secured and, if possible, hidden.  I read a recent article that said 40% of all identity theft is done by someone who knows the victim.  An acquaintance, worker or “friend” might use this information if you don’t protect it.  You cannot be too careful.

What Next

Now that you have this information organized and ready to backup, what do you do next?  You could photocopy it all and save the copies in a safe-deposit box or secure location, but with today’s technology and the accessibility of scanners and broadband internet why should you limit yourself.  In our next article, we will study the methods of scanning your documents, how and where to store the information.  Check back tomorrow or follow us on Facebook or Twitter to receive daily updates as our articles are completed and posted.

Related Articles

Hurricane Preparedness – Scanning and Saving Important Documents – Part 2

Hurricane Preparedness – Scanning and Saving Important Documents – Part 3

• I like to see an item in person before purchasing
• I want to be able to return the item easily, in case it’s not what the site showed/described
• I need it now and can’t afford to wait a week
• I would only save a few dollars by buying online – it’s not worth the hassle
• I don’t have the time to sit at the computer and comparison shop

While there are times when you absolutely must have an item in hand immediately, I think most purchases are a little rushed and impulsive.  Time is an important factor in shopping, but it doesn’t have to be a barrier.  Thanks to the makers of some very smart applications for smart-phones, online shopping doesn’t have to be scary, time-consuming or unrewarding.

Smart-Phones

If you own a smart-phone (iPhone, Android, etc.) then you have a shopping tool in your pocket/purse at all times.  Add a simple application (like the ones below) and turn your phone into a barcode scanner, comparison shopper and ordering device.

ShopSavvy is by far my favorite FREE shopping app and it is available (CLICK HERE) for the iPhone, Android phones and certain Nokia devices.

“With ShopSavvy users can scan the barcode of any product using their phone’s built-in camera.  Once scanned, it will search for all the best prices from local and online retailers. ShopSavvy is used by more than 5.5 million users around the world providing them access to more than 20,000 retailers and 20,0oo,000 products.” - taken from the product web site

I have personally used ShopSavvy for the last year and it is super-simple and super-rewarding.  If you are interested in the features of ShopSavvy, take a look at the video below.  The content is great, even if the voice-over is a little…. lacking.

Amazon App is something I wish I had known about before today.  Now, you can add their app to your smart-phone and access pricing, reviews, wish lists, 1-click ordering and your own Amazon account right from the palm of your hand.  Just like ShopSavvy, you can use the camera on your phone as a barcode scanner.  The app is available for Android, iPhone and Blackberry users. (CLICK HERE)

Safe Web Sites

No matter what great deals your smart-phone returns in a product search, be sure to buy from trusted, safe sites.  While the Amazon App will keep you within the Amazon site at all times, ShopSavvy links to many other retailers and might take you to some sites you have never heard of.   If you are unsure of how to tell the difference between a safe site and a scam, check out our article Shopping Safely – 101 Days Until Christmas.  The title might be outdated, but the content is not.  In the article, we provide a few, simple tips and tricks on making sure the site you are on is secure.

Arguments Revisited

Here is some food for thought.  Remember those arguments that I posted in the beginning of the article?  I’d like to revisit them and show how using one of the apps above can still work within your “guidelines for shopping.”

• I like to see an item in person before purchasing – This is what I do.  I visit retail stores and check the product out in person.  While I am there, I simply use one of the apps above to scan the barcode or I write down the product information and price compare when I get home.  Waiting a day or two for delivery on the item could save me some hard-earned cash.
• I want to be able to return the item easily, in case it’s not what the site showed/described – Many web sites, including Amazon have simple, fair return policies and they often include return labels with your delivery.  Depending on the reason for the return you might not lose a dime.  I recently returned an item to Amazon because of an ordering mistake I made and I was only out $5.
• I need it now and can’t afford to wait a week – Programs like Amazon Prime can cut wait-times down to 2 days on all products (FREE shipping).  No matter what site you buy from, check for coupon codes that will yield you free shipping or see if there is a minimum purchase price to activate free shipping.  In some cases, the money you save will more than outweigh the cost of a 2-day delivery.
• I would only save a few dollars by buying online – it’s not worth the hassle – In many cases, you will save more than you think possible.  For instance, in the example video above (ShopSavvy) the item scanned retailed at $141.99 and the ShopSavvy application found the same item (NEW) online for $64.99.  I think the savings on this item was well worth the wait and the “hassle.”
• I don’t have the time to sit at the computer and comparison shop – Using an app, like the ones above, limits your hassle.  Simply scan the item and email the results to yourself.  When you get home, spend 2 minutes on the computer and order the item from the link provided.  You can find that 2 minutes if it will save $$$.