From the Desk of Janet Barclay

This weekend I read about a spammer in the Netherlands who has been fined $97,000 US for sending over 9 billion unwanted ads via email. I have often wondered, while deleting multiple copies of the same ads from my Junk Mail folder, who actually reads these messages, and an even better question, who actually makes a purchase as a result of reading them. Although the cost to send mass email is minimal (unless you get fined, like this guy), I couldn’t see how it would be a profitable way of marketing. I was therefore delighted to read that he had already stopped sending spam by the time he was caught, "not because he realized that what he was doing was a violation of the law, but because he simply wasn’t earning enough money by sending the messages." Maybe others will catch on to this fact, and also give up! Wouldn’t that be awesome?

Since February is "Archive Your Files Month", it seems appropriate to post this article which appeared in my ezine, The Organized Assistant Resource, several years ago and now appears at OrganizedArticles.com

February Is "Archive Your Files" Month
by Janet Barclay, MVA

It seems that you’ve just got used to it being a new year, and here it is February, and time to archive your files!

Why archive your files? Quite simply, because if you don’t, your filing cabinet will become overfilled, and you’ll have trouble locating needed documents and finding room for new ones. When your filing system is inconvenient to use, you stop using it properly, and it becomes even less functional.

Why February? By February, you should have received most, if not all, of your year-end statements and other documents for the previous year. This is an ideal time to gather all the receipts and other information slips that you or your accountant will need to prepare your income tax return, because you still have ample time to track down any missing documents before the filing deadline.

All financial and other records pertaining to last year (other than ongoing projects) can now be removed from your active files and moved to an archive area, such as a lower file drawer,  storage room, or offsite storage. If files are to be stored in boxes, be sure that you label them clearly, so you don’t waste time if you need to refer to something in the future.

Make sure that you’re optimizing your storage space by purging any documents that you no longer need. Larger businesses usually have a retention schedule that dictates how long certain types of information must be held. It may be wise to consult a lawyer or accountant to determine how long certain documents must be retained by law in your state or province.

With all of your records, be sure to keep privacy legislation in mind, ensuring that all personal and confidential information is stored in a secure location, and shredded when it’s no longer needed.

As you set up new folders for the current year, add any categories that you may need. There are many different ways of setting up a filing system, and the system that will work best  for you will depend on the way your mind categorizes information, the nature and volume of the information you keep on file, and whether associates need to access the files in your absence.

If the thought of archiving your files or setting up a new filing system makes you feel anxious, depressed, or downright bored, don’t forget that Professional Organizers have the time and expertise to relieve you of this task. The less time you spend wading through your files, the more time you have to devote to your business!
 

Even though I use Outlook as my primary calendar, I always have a wall calendar hanging in my office. I like being able to look up and see the month-at-a-glance, and a picture is always nice to look at. This year I have a wonderful calendar, courtesy of Sandwell Fuels Ltd., with a motivational theme.

January shows a beautiful photograph of crocuses peeking out of the snow, and has the caption:

OPTIMISM
Never, never, never give up.
Winston Churchill

Usually by the end of the month, I’m very eager to turn the page and see something different, but I’ve been enjoying this one so much that here it is 10:00 AM on February 1st, and I haven’t changed it yet. For all I know, February’s will be even more delightful. Here goes…

Although it’s nice, it doesn’t sing to me like January’s did. At least February is a short month! This month we have a mountain scene witha kayaker in a lake, and the caption is:

WISDOM
He who knows all the answers has not yet been asked all the questions.
Anonymous

I think it will grow on me.