Ideas on how to organize dd's file/evals, etc

[JustMe]

I don't know why I am having so much trouble with this, but would love some help or ideas!

Dd has had a lot of different evals, and there are other things I keep copies of as well (including IEPS, qualifying documentation, articles/info about her diagnoses to give to the many professionals who don't get it etc). I like to keep multiple copies of many of these things, as I end up needing to give them to people quite often.

Any ideas on what kind of system to use? I tried one of those big envelopes with multiple compartments, but I have too much for it. I am notoriously bad with creating systems. Thanks!

[larig]

Can you scan them and keep as PDFs? Then you can print or share electronically as needed?

[Sweetum]

Yes, scan is what I do.
here's my system:
- there are the originals - in covers (I don't like to punch holes in the originals)
- then I have a hard copy of these and in a binder - for frequent reference
- scan and keep an electronic copy. I also use these to print out copies for different professionals
- I haven't done it yet, but I will be backing up all of this into a hard disk and likely an online dropbox type of system.

Btw, I have a binder for each year - or at least that is the plan - this is my first year having all this stuff. And I have a separate one for all the invoices and claims that my insurance processes.

btw, I keep the IEP separate from the private services, so that's the third binder.

ETA: depending on how much we accumulate, I might do separate binder for each service (OT, ST, groups etc.) and have them filed by year. another way to do this, I guess. btw, that is the system I follow on my computer. Also, under each service, say OT, I have folders for each provider - sometimes we have multiple at a time or sometimes we just moved on from one to another.

[JustMe]

Thanks for the suggestions! Not sure what I am going to do, as I both don't have lots of convenient storage space and scanning is kind of a pain given how many pages we'd be talking about and that my scanner is pretty low tech. I do feel validated that there wasn't some kind of quick easy solution that makes sense for my situation.

[elliput]

I keep a copy of each diagnosis in a binder using sheet protectors and then make copies as necessary. Each year's IEP is filed with the same year's report cards.

[hillview]

what are the categories of what you have? this always helps me figure out what I need.

Is there a set of stuff you need to have but not ready at hand (that lends itself to a file system -- hanging folders) and a set of stuff you need to have when you leave the house (that lends itself to a 3 ring binder)?

[Sweetum]

I have to say that that was the reason I also decided to invest in a sightly better printer+scanner. It has a feeder and is wireless, so, I just put the reports in the feeders and hit the scan button. I also somtimes do a whole bunch at a time and later divvy up the pdfs into separate pdfs - saves a lot of time and can be done anytime versus being tethered to your printer as you scan. I know, not helpful, but thought I should put that seed in your head for the next time you will be looking for a printer+scanner.

Here's a low tech idea for you. have 3 sets at any time - orignal, copy for home/reference, copy to give out when someone asks (not having to make the copies at the time of the request) and be disciplined about replenishing it immediately.

We have an ikea expedit and use one cube (with a cube insert box) at this time for DS' stuff. Soon, it will require more, and then we will allot more space.

[JustMe]

what are the categories of what you have? this always helps me figure out what I need.

Is there a set of stuff you need to have but not ready at hand (that lends itself to a file system -- hanging folders) and a set of stuff you need to have when you leave the house (that lends itself to a 3 ring binder)?


Categories--hmmn, lets see. I guess there would be school related stuff. Qualifying diagnosis stuff, many private evals of different types, info on the diagnosis, info on strategies for the diagnosis, and whatever else I can't think of right now.

Mostly I need a system for the things I need to keep at the house. I don't really grab much for meetings, etc.

I am kind of leaning towards a 3 ring binder and keeping these things in protected pockets.

[JustMe]

[QUOTE=bullkin;3792555]I have to say that that was the reason I also decided to invest in a sightly better printer+scanner. It has a feeder and is wireless, so, I just put the reports in the feeders and hit the scan button. I also somtimes do a whole bunch at a time and later divvy up the pdfs into separate pdfs - saves a lot of time and can be done anytime versus being tethered to your printer as you scan. I know, not helpful, but thought I should put that seed in your head for the next time you will be looking for a printer+scanner.

Here's a low tech idea for you. have 3 sets at any time - orignal, copy for home/reference, copy to give out when someone asks (not having to make the copies at the time of the request) and be disciplined about replenishing it immediately.

.[/Quote-

What kind of printer/scanner do you have? I don't think that's in the cards for me, but it doesn't hurt for me to have the info!

Your low tech idea is good--there is literally just so much different stuff--I do think the pocket idea can work for me though.

[Sweetum]

We have the epson workforce-845 that we bought at an end-of-year sale.

[ShayleighCarsensMom]

We made a binder with dividers for our son. Every IEP, every assessment, it was all in there. We also bring it to all appointments and it makes things much easier.


Valerie
Sent from my iPhone using Tapatalk

[Gena]

For educational records, I follow Wrightlaw's system of creating a master file:
http://www.wrightslaw.com/info/organize.file.htm

I have a separate binder for medical information, which is organized ,similarly: everything filed by date (most recent on top) and a document list so I can find things easily.

Personally I find that filing everything by date rather than type of service is a lot faster and easier, which means I stay on top of it better.

I also have the really important files as PDFs on my computer and iPad. Having them on the iPad makes it easy for me to access them quickly without carrying a big binder around.

[larig]

I'd add that if you have a smart phone, or decent digital camera, you could "scan" them that way. I have a simple app for my iphone that does a decent enough job scanning to pdf by using its camera.

[Gena]

I'd add that if you have a smart phone, or decent digital camera, you could "scan" them that way. I have a simple app for my iphone that does a decent enough job scanning to pdf by using its camera.

I do this too, especially for shorter documents. (I scan the large ones at work.)

[Sweetum]

I like the idea of having a list on top like a table if contents. I'll do it too.
Gena, his do you store PDFs on your iPad?

[larig]

not, Gena, but I'd use ibooks.

[Gena]

I like the idea of having a list on top like a table if contents. I'll do it too.
Gena, his do you store PDFs on your iPad?

For file management, I like Documents (https://itunes.apple.com/us/app/documents-by-readdle/id364901807?mt=8) by Readdle. It's a free app and is very easy to us. It works on the iPad and the iPhone, has a very clear user interface, and has some pdf annotation features (limited, but good), and syncs with iCloud, Dropbox, Evernote, etc.

For pdf documents that need a lot of annotations, I use GoodReader (https://itunes.apple.com/us/app/goodreader-for-ipad/id363448914?mt=8). It's not free ($5), but it has more advanced pdf annotation tools. (Usually I use it for work files, rather than personal files.) It can also be used for file management, but the design is kinda clumsy and non-intuitive. It also syncs with iCloud, Dropbox, etc. So I usually mark things up in GoodReader and then send them to Documents for storage.

I also use Dropbox for things I'm actively working on and Evernote for long term storage.

[JustMe]

Thanks for the ideas, everyone!

[pastrygirl]

I need to do this. Right now, I have a tall pile on top of our tallest bookcase. It has IEP and private OT stuff in it from the past two years. Not very organized at all!


__________________
My blog...
http://unshopping.unravelingblog.com/