Become a master record keeper
Whether you want to brush up your admin skills for your current job, seek new employment, or you’re simply keen to further your knowledge and become the master of your own personal admin, understanding the process of record keeping can be very rewarding. Take Over60 community member, Di Rieger, for example.
“During my time [working and volunteering] I assisted with customer service, collection and data entry of statistics, brochure management, information research, ticket and retail sales, preparation of the volunteer roster, writing applications for grant funding and writing award submissions,” Di explains.
From working in libraries to volunteering, her experience in research and administration tasks instilled her with the knowledge and know-how to start researching the genealogy of her family. An experience, which she says, changed her life.
“Would you believe that while doing an Internet search for my husband’s great grandfather I found information that I did not already have – his parent’s birth and death dates and places, his siblings and all of their birth dates and places and quite a lot more information. One of my cousins had never seen a photograph of [our relative] Thomas Oscar Miller that I found. She is thrilled that I am able to send her a digital copy of the photo.”
Whether you want to get a little more organised at home or take on a research project, learning the art of record keeping is a skill that is transferable to many fields. Here are some basic tips and tricks that will help get your personal affairs in order.
4 tips to become the master of your personal records
1. Divide and conquer
Nearly all of your admin and financial papers can be divided into three categories: records that you need to keep only for the calendar year or less, papers that you need to save for seven years (according to the ATO), and papers that you should hang onto indefinitely.
For example, you don’t really need to hang onto all of your ATM-withdrawal receipts, deposit slips or credit-card receipts do you? Once you’ve crosschecked receipts with your bank statement, you can throw them away.
While it’s a good idea to keep receipts for major purchases, it isn’t necessary to hold onto sales receipts for minor purchases after you've satisfactorily used the item a few times or the warranty has expired.
Shortly after the end of the calendar year, you should be able to throw out a slew of additional paper, including your monthly credit card and or other bank statements, utility bills (if they are not needed for business deductions), and monthly or quarterly reports for the previous year.
2. Paper place
Designate a place – a desk, corner or room – as the place where you deal with paperwork. If you don’t have the space for this, a drawer, cabinet, or closet where you can store bills and current records, situated near a table on which you can write, will do. Stationery items such as manila folders will come in handy for filing the papers, as will a file cabinet or cardboard box to hold the records. Keep your will, birth and marriage certificates, insurance policies, property deeds, and other permanent records in a safe but accessible place near your other financial documents, so you and your heirs will always be able to get to them quickly, if they need to.
3. Organised systems
Having a plan for how you process all records is key. A rudimentary filing system will do. The simplest method is to sort everything into categories – for example, tax related, financial or house. Each area should have it’s own folder or drawer. Then, when you sit down to either pay your bills or gather information, you'll have all the paperwork you need in one spot.
4. Stay in front
Once you have a system in place, you’ll want to make sure you stay on top of things and don’t have a backlog of unsorted paperwork. Set aside a half an hour a day to sift through old papers, perhaps while watching the news or listening to music. You'll be amazed at the difference a little organisation makes.
Interested in record keeping or looking into your family history, but not quite sure where to start? The Open Training Institute offers a Certificate III in Recordkeeping. As well as teaching you the necessary proficiencies you could use to research your own family tree, the course can lead to employment as an assistant records clerk or an assistant registry officer. Visit their website to find out more.
For information about the Open Training Institute and the courses on offer, or to simply ask a question, call 1300 915 692.
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