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New Parent Outreach
Tips on File Management
The most important tip we can give for file management is to develop a system of keeping records that works for you as early as possible and be diligent in maintaining it. Throughout your child’s first five years (and beyond) you will collect numerous records – from doctors, the Regional Center, therapists and school. The amount of paper you need to access only increases with time. Therefore, organizing your files early can help you avoid unnecessary frustration later as you search for documents.
There is no single filing system that works best for all parents. The goal is simply to find an easy way to file, preserve and retrieve a large amount of information about your child. Three common methods of record-keeping are:
Three-Ring Binders
Some parents find it useful to organize their documents according to subject in binders, with paper or notebooks included in the binder to record visits and meetings. For example, you might have a Medical Care binder to keep copies of medical records, notes on each doctor visit, the Health Care Guidelines and other medical information. Other useful binders might contain information relating to intervention services (therapy) or documents received from the Regional Center. One benefit of this method is that it is easy to bring a binder to a doctor’s appointment (for instance) and incorporate notes at the appointment. But, as the years pass and information accumulates, binders may get too full, you may have several volumes for each topic, or space in which to store them may become an issue.
Filing Cabinet
Other parents prefer maintaining information in labeled files. This method works well for those with filing cabinets who are in the habit of filing other home or business related information. It also has the advantage of flexibility. It is easy to add files as your child grows and faces new issues. Files organize well (like binders), although recording notes at appointments is often easier in binders. For those who dislike filing, this system may not be practical and may result only in disorganized piles of paper and missing documents.
Box-It Method
Organizational specialists may laugh at this approach, but some parents swear by it. The basic approach is to label containers or cardboard boxes with relevant subjects (medical, therapy, Regional Center, etc.) and to put documents in the appropriate box as they are received. The benefit of this approach is that it is easy, there is no real filing and you always know you have important documents “in there somewhere.” The disadvantage is that it might take longer to retrieve a document when needed, but many consider this a worthwhile trade-off.
Regardless of how you choose to stay organized, try to keep your records chronologically (it is much easier to find them) and take notes of all important meetings and phone conversations (even if you have a good memory).
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