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Effective Filing System

Effective Filing System

How to set up an effective filing system


By Jane Severino
American Folder Company
www.AmericanFolder.com

The importance of record-keeping and filing systems cannot be too
highly stressed. A well-planned system contributes significantly to
efficiency of operation as well as to a company's image. Whether
records are filed in a computer or in a steel cabinet, they have to be
readily accessible.
Make a study of your system. Conducting such a study is no more than
taking an inventory of the records in your files.

Some of the questions you should ask are:

What are the records
Where should they be filed
Who uses the records
How often are they used
How are they used
How are the records referred to
What is the size of each record
How many of each record are filed
Who else has copies of the same record

Also check if your filing system shows any of the following symptoms:

You find the information you need is difficult to obtain due to your
system or lack of one
You are repeatedly having to expand your file system capacity
You are maintaining duplicate files of the same information
You are filing material to protect the function and not because of
information or legal requirements
You are using your filing system or equipment for non-records storage
Your file folders are too full for easy access
Your filing drawers or shelves are too full for easy access
You are not finding the information you require in the first place you look
Your analysis is now complete - your records inventory reveals the
strengths and weaknesses of your record-keeping system.

Once you have analyzed your records inventory, you should determine:

Best arrangement of the records
Type of media to be filed (paper, microfilm etc)
Proper equipment for adequate storage and retrieval
Proper systems to complement the equipment
The required record retention schedule and facility

If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too
custservice@americanfolder.com


Thank you for choosing American Folder Company

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Posted 12:22 PM May 08, 2008

Read The Latest Newsletter from Seaside Bloom

We've just published a new edition of our newsletter! You can check it out on our website and get the latest information from Seaside Bloom. Let us know what you think!

Read It Now Here

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Posted 09:10 AM May 07, 2008

Desk Rage

Desk Rage: A Growing Problem


Maybe you've witnessed it, or, perhaps you've even been involved in a scuffle at work. It might start as a few well-chosen angry words between office co-workers whose desks are located within close proximity of one another. Soon, the verbal battle escalates, sometimes even becoming physical.

Problem is, desk rage, much like road rage, is happening all too often as office workers become more and more stressed, constantly on edge and at the boiling-over point. Unfortunately, as the stress builds day in and day out, the hot buttons of anger can get even hotter until all heck breaks out.

Here are some strategies we suggest for coping with the growing problem of desk rage: 

Let your cooler head prevail. If you feel that a situation with a co-worker is becoming volatile, take a step back...a time out...and re-access what's going on. How did the anger grow so much? What caused it? How can we talk it over and work things out before the potential for fist-flying begins? 

Put yourself in their shoes. You have a gripe, but so does your co-worker. And although you may think you're the only one that's in the right, your co-worker may also have a valid point. Its very possible that once you take a moment to carefully consider where they're coming from, you may better understand what the differences between you are all about...and then you can work to settle them.   

Offer a helping hand. Many times, desk rage ensues when a person in the office is having a particularly bad day, or, something is bothering them in their life. Then, they take their emotions out on a co-worker. If you sense this, try asking them if you can help. Such an approach might be all they need, and your gesture could diffuse a big problem later on.

Change venues, at least temporarily. You see your co-worker every day; they and you occupy the same cubicles week in and week out. And it's right there, between your workspace and theirs, that a feud has developed. Attempt to make a truce by inviting your co-worker to lunch or for a get-together after work. Many times, a simple change in the atmosphere surrounding two people can be the difference that changes foes into friends.

If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too
custservice@americanfolder.com

Leslie Severino
Americanfolder.com

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Posted 03:30 PM May 05, 2008

Paper Management

Paper Management


Did you know that the average executive wastes 150 hours per year looking for documents? One in 20 documents is lost and never recovered. As an organizational consultant, the most common question I hear from clients is: How Do I Get My Papers Organized?

Id like to help you create a working system for your home or office. A basic filing method can be set up with3 easy steps: sort it, file it, or follow up on it.

1) Sort It. Before you can file a single piece of paper, you need to sort through the stacks. Get rid of anything that you havent used for the past year, except tax and business documents. This applies to business and personal papers, magazines, newsletters, business cards, and your Rolodex.

2) File It. 80% of what you file is never looked at again! This puts things into perspective, doesnt it? There are two basic file types: archives and current. Archive files contain legal and tax papers, while current files include receipts, warranties, instruction manuals, reference material, client information, etc.

3) Follow Up on It. There are several ways to keep track of projects you need to complete, or clients you need to contact at a later date. File Box: Purchase index cards with labeled dividers. You can use an alphabetical system, or write your own category name on the tab. Note important dates and projects on each card, then file. Accordion File Folder: Buy a 3-sided folder labeled A-Z or 1-30 for your desktop or cabinet. Place each document to be processed at a later date behind the corresponding numbered or lettered divider. Keep only the current month in the dividers, placing the distant dates in the back of the folder. At the beginning of each month, pull the papers for the current months attention to be filed. Repeat as necessary each month. Computerized Planner: The software is designed for use alone or with a companion notebook organizer. Some have an alarm or flagging feature, which automatically notifies you of upcoming projects and their due dates. 

Now that youve established your paper management system, lets think about maintaining it. Just remember three easy rules: keep everything in its place, file as you go, and be consistent.

Mail order catalogs contain wonderful organizing products such as bill paying notebooks, greeting card files, budget managers and planning calendars. Discount stores or office supply stores offer magazine holders, hanging folder holders, milk crates, vertical file holders, wicker baskets, and stacking trays.

  • Use a tray or a folder to collect mail and process daily.
  • File business cards or update your database on a daily basis.
  • Post upcoming business and personal transactions in your planner or follow-up file, then file the documentation.
  • Keep receipts in a folder or envelope, then cross-reference with your itemized bills.
  • Purge files at least once a year.
  • Designate a time and place to process mail and record incoming bills.

Remember to only be as organized as you need to be. Tackle those stacks of paper ten or fifteen minutes at a time each day until you can finally see your desktop. I think youll be surprised at how much you get done in a short time.

Set up your files where they will actually be used, not where you think they belong. Once youve set up your working system, commit to maintaining it. And youll find that you have created more time to spend on the things that are really important.

If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too
custservice@americanfolder.com

Leslie Severino
Americanfolder.com

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Posted 03:28 PM May 05, 2008

Now Selling - Tatouage Designs

Hi Everyone,

I just became a independant consultant for Tatouage Designs.  For those of you who do not know what Tatouage Designs is, well let me explain.  Check out my listing for a coupon for Tatouage.  I also do home or office parties if you would like to see how Tatouage works in person. Please conact me for more information or a catalog. (760) 522-6396

Tatouage is a high resolution dry rub transfer that requires no artistic ability to apply. There is no paint, no glue, no water, no fumes and absolutely no mess!  You simply decide where you want to apply your Tatouage, cut out the design, remove the protective backing, rub the design on with the burnishing stick and your done. It's truly that easy!   However the best part about Tatouage is the detail.  Every brush stroke that has been hand painted in the original can be seen in the Tatouage!
What Tatouage is NOT-
Tatouage is NOT a stencil.  Stencils are not only messy, but require artistic ability, do not provide much detail and can be very costly.
Tatouage is NOT a sticker or decal.  It is sophisticated permanent decorative art.  Because it has no halo and is not raised, simply paint right over it if you decide to change your decor or are a renter.
Tatouage is NOT wallpaper.  There is no glue, water or mess and Tatouage can be customized so that each mural is unique.
Who can use Tatouage?
Everyone!  We did the hard part of painting the detailed designs so no artistic ability is needed.  Because it is non toxic, anyone who is pregnant or has breathing difficulties can use Tatouage.  Whether you are 5 or 95, it's a project the whole family can enjoy together!
What can I expect my end result to be?
Your end result is a one of a kind mural designed by you!  No two murals are ever the same.  You can be as creative or simple as you like.  Marvel in the pride you will feel in doing it yourself and the instant gratification. Enjoy the reaction that you will get from family and friends! 
Most of all HAVE FUN!

 

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Posted 08:21 PM May 04, 2008

Origins

I opened my business in January 2008. It had been a mission to open a business that caters to boys only. There are so many boutiques that cater to girls apparel and accessories I could never find anything cool for my little man unless I went to 5 or 6 different stores to get one outfit together. It will be a long road to get all the hottest brands I want in my store, but with every sale it brings me one step closer to my goal!

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Posted 08:12 PM May 04, 2008

New Items coming in June - Check it out!

Little Cool Dudes just picked up some of the coolest Pajamas from Stardust Kids in London.  They are due to ship in June so place your order now as they will go fast.  These cool Pj's are available in Black on  

 Little Cool Dudes website.

For Merchant Members only, you can order them in Pink as well!

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Posted 08:03 PM May 04, 2008

My favorite customer

My favorite customer is Linda Horner, who is always first in line to purchase anything I sell. She gives me advice as to what sells and what doesn't sell. She loves the Lollie Bags I design, and she decorates her home with the Tatouage Designs I sell. Even though she has two granddaughters, she manages to find something on Little Cool Dudes, weather it be a pirate plate set, or a cool Rock t-shirt. Thanks Linda for all your support!

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Posted 07:55 PM May 04, 2008

Harnessing The Power of Healing Water

            
                          You've Just Discovered The 
Most Effective Way To Rid

                                       Your
 Body Of Built Up Organic Wastes*



By Harnessing The Power Of Healing Water...
 
Anti-oxidant, Alkaline, Ionized Water

This Is The Answer To Health,
Longevity And Reverse Aging
You've Been Looking For

The average person holds between 5 and 10 pounds of putrefied fecal matter and other foul material in the body.

From: Greg & Monika Clowminzer, Carlsbad, CA

Dear Friends of Health and Wellness,

 
You already know the importance of water to human life. Our bodies are made up of 70% water, our blood more than 80%, our brain over 75% and our liver over 95%.

Many of the important processes within our body rely on water.

And while we are learning more and more about how important water is to good health, without it, we die. We are lucky to last about a week.

What you may not know is that the things we eat and drink have a drastic effect on our bodies and our pH. Some of what you eat will be acidic, some of it alkaline. All of it will leave acidic waste, that unless flushed away with Alkaline water, will accumulate over time.

Some people don't give much thought to what they eat. Others do. Maybe you try to eat fruit and vegetables or even insist on the "organic" variety. Maybe you occasionally eat fast food. Maybe you drink a 48oz soda every day. And maybe you are conscious of eating carbs...

The bad news is it doesn't matter
what you eat, it all creates 
organic acid waste in the body.

 
Food

If you are a person who lives to eat, I'll apologize in advance. What I'm showing you here is the basic science of metabolism.

When it comes to food, there are 5 things we need to concern ourselves with:

•    Food is made up of protein, fat and carbohydrate

•    Protein, fat and carbohydrate are made up of nitrogen, carbon, oxygen and hydrogen


•    Carbohydrate contains no nitrogen

•    97% of anything you eat is made up of these 4 elements

•    The remaining 3% consists of inorganic minerals such as sulfur, chlorine, sodium, potassium, magnesium, calcium, iron, phosphorous, etc

Of these inorganic minerals that perform various functions within our bodies, we divide them into two categories:

Alkaline forming minerals
sodium
potassium
calcium
magnesium
iron

* Example - Magnesium is present in the muscles and is vital to the most important muscle of all - our heart.

Acid forming minerals
sulfur
phosporous
chlorine
iodine

 * Example - Chlorine is needed by the body to made hydrochloric acid in the stomach to digest our food.

Organic Acid wastes
 
Now, as a result of eating and metabolizing food, (97% of which is nitrogen, carbon, oxygen and hydrogen), our bodies create the following organic acid wastes:

Acetic Acid
Lactic Acid
Cholesterol
Carbonic Acid
Ammonia
Uric Acid
Fatty Acid

Let's look at cholesterol.

Most people believe if they eat food with no or low cholesterol in it, they won't have any cholesterol. Right?

Wrong

Lactic and acetic acids in particular, lower the pH of body fluids drastically. When blood contains too much of these fatty acids, blood pH is dragged down and the buffering system using alkaline minerals commences. If there aren't enough alkaline minerals in the form of bicarbonates in the bloodstream, the body will take calcium from the bones.

There is also another way to neutralize some of the acids -- solidify them.

This is cholesterol.
Even if you eat food containing no cholesterol, your body will still make it. Cholesterol builds up as plaque in arteries and well, you know what happens next.

But it gets better...

•    Undissolved uric acid crystals accumulated in the joints cause arthritis and gout

•    Acetic acid, lactic acid and cholesterol are derivatives of fatty acid, which will build up with over-ingestion of carbohydrates and not enough exercise

•    Intense exercise creates a lack of oxygen in the cells, which causes lactic and acetic acid from incompletely burned carbohydrates

•    Phosphoric acid is responsible for kidney stones

•    Kidney stones are usually confused with excess calcium, but there is an easy way to test. Calcium deposits will dissolve in acidic urine, while kidney stones dissolve in an alkaline solution

Whichever way you look at it,
acid wastes that aren't flushed out, will accumulate in the Body.

However...

  
those same accumulated 
organic acid wastes 
can be washed away gradually with Alkaline water.
 
The Basics of pH

The normal human blood pH is 7.4. Any pH below this is acid, and any pH above it is alkaline. There is a narrow range of pH values (7.35 to 7.45) that the human body and its complicated enzyme-supported systems operate within. pH values below 7.0 and above 7.6 mean you are no longer with us.

 
All of this is covered by Sang Whang in his book, Reverse Aging. I have summarized it for you, but the whole book, the key to Reverse Aging is the following 4 points:

1. Metabolizing any food causes organic acid waste

2. Organic acid waste lowers the pH of bodily fluids

3. Inorganic Alkaline Minerals buffer acid waste in the bloodstream to maintain healthy pH

4. Micro-cluster, alkaline water permeates cells to wash away acid buildup and helps create an alkaline buffer in the bloodstream


"All foods, junk or health, expensive or not, good tasting or bad produce acidic waste products the body has to get rid of.
And the best way to get rid of them is anti-oxidant, Alkaline Water...

 
•    Has negative ORP -- Active Hydrogen neutralizes Active Oxygen (free radicals) in your body that cause aging and disease

•    Is micro-clustered and easily absorbed helping to keep your body properly hydrated

•    Will gradually wash away the the acid waste buildup in your body caused by years of metabolizing food

•    Will help create an alkaline buffer in your blood stream, so that if you do consume something acidic, it is neutralized

•    Is easily absorbed into the intestines to eliminate toxins from the colon

•    Permeates cell membranes to carry oxygen in and wastes out

•    Will do all this simply by drinking 8 glasses of water a day

Drinking a large quantity of Alkaline water will not only assist the digestive process, it will also help remove the buildup in the intestines, the toxins and ultimately the opportunity for disease. You will literally start to feel completely different, from the inside out.

But the key element to this entire process is the water. Just as a river needs water to flow, so do your intestines. The more water you can absorb, the more free radicals you can neutralize, the more toxins you can flush from your system.

Its incomparable oxidation reduction potential, its smaller clusters of water molecules and its alkalinity all combine to make Alkaline water the best water available for hydrating the body and controlling acidosis.

Good health starts with clean intestines and clean intestines start with Alkaline Water.

Drinking to your health,

Greg & Monika
760-580-7230

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Here's what the experts say:

Dr Hiromi Shinya,
Director, Shinya Medical Clinic, New York.

His revolutionary “Shinya Method” has become widely used in colonoscopy procedures worldwide.

"It is widely recognized in the medical profession that a healthy and clean colon is one of the most important precursors to good health and that the great majority of body ailments and diseases originate in an acidic and dirty colon. Water is essential for your health. Drinking “good water;" especially hard water which has much calcium and magnesium keeps your body at an optimal alkaline PH."

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
Dr Theodore Baroody,
Author, Alkalize or Die

"I have administered over 5000 gallons of this water for about every health situation imaginable.

I feel that restructured alkaline water can benefit everyone."
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Change Your Water... Change Your Life
For more information contact:
Greg or Monika at 760-930-9604
www.ionwayswaterionizers.com

Information presented here is for educational purposes only. These statements have not been evaluated by the FDA and as such shall not be construed as medical advice implied or otherwise. No claims are made with respect to treatment of any physically diseased condition and no attempt is ever made to dissuade individuals from seeking medical treatment for any condition. In addition, this equipment, technology and products have not been evaluated by the FDA, nor are they intended to treat, cure, mitigate, diagnose or prevent any illness or disease.

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Posted 02:56 PM April 29, 2008

You and Your Laptop


Obviously, there is more focus on security at airports than ever before. Carry-on items are being checked with incredible scrutiny, and for the millions of business travelers who have become accustomed to toting along their laptop computers when they fly, the increase in security has prompted significant changes in pre-boarding procedures.

To follow are 5 simple suggestions for moving your portable computer equipment through airport

 security with fewer hassles and less worry: 

 security with fewer hassles and less worry: 

 

1) As has always been the case, do not be concerned about putting your notebook computer through the airports X-ray machine. Even though some X-ray machines may be more sensitive than they were in the past, any computer expert you ask will tell you that running your computer through an X-ray checkpoint will not damage the computer.

2) Do not turn your laptop computer on before going through airport security, unless you are specifically asked to do so. Theres no reason to take a chance that your data could be disrupted or your computers operating features could be jeopardized simply because the computer is turned on as its being checked.

3) Be prepared to remove your laptop from its case. Todays airport security often involves agents physically looking inside carry-on luggage. Mainly because youll be more careful with your expensive piece of equipment than an agent is likely to be, its better that you remove the computer yourself...so remember to keep at least one hand free to handle your computer.

4) Make sure not to lose sight of your laptop as it moves through security. Newly expanded security procedures have resulted in a certain amount of confusion at airport gates, and that has created opportunities for thieves to steal valuable computer gear.

5) Identify your laptop and its case clearly, perhaps by putting a piece of brightly colored tape on each piece of your equipment. Once again, in the confusion that has been created by new and more extensive security procedures, some business travelers find themselves picking up the wrong notebook computer after passing through a security checkpoint.

If there is ever a folder / filing topic that you would like for me to write about
please send e-mail too
custservice@americanfolder.com


Leslie Severino
Americanfolder.com

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Posted 08:38 AM April 28, 2008

 
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