0:00Carleton: Let's in good faith assume it's functional now. Okay. Okay, so we are going to be digitizing this filing cabinet, and Diana's explaining the bottom component of it right now and what's in it.

0:14Diana: Okay. So the bottom file is a lot of their personal banking information, personal purchases, there's life insurance in here, medical insurance for their family, and personal stuff.

0:31Carleton: Okay.

0:32Diana: Some tax stuff's in here.

0:33Carleton: Mostly family on the bottom, though?

0:34Diana: Mostly family, yeah.

0:36Carleton: Okay.

0:36Diana: Up here, we have all of the cars that—

0:39Carleton: I see that, automobiles

0:40Diana: … have either been with us or are still here, because there are some old ones in here.

0:45Carleton: Okay.

0:45Diana: The P and the T is that when I would go through that it's paid for and that we have the title on it.

0:51Carleton: Got it.

0:53Diana: I haven't gone through it in a while, so I don't know how current it is now. Banking information.

0:58Carleton: Can you show me that thing about the IOU? The concept of if—

1:02Diana: Oh, okay

1:02Carleton: … if Geoff has taken something out of this, what would it look like?

1:04Diana: So, oh, there's probably not one in here right now—

1:06Carleton: Oh, okay

1:07Diana: … that I know of. But a lot of times if Geoff asks me for a title on one of the cars, I will maybe take it out. I'll put a note in here. I'll either make a copy of it, put a note in here, and say that Geoff asked me for it on such and such date.

1:22Carleton: Mm-hmm.

1:22Diana: So if he asks me again, and I can't find it, that's how I know—

1:25Carleton: Okay

1:25Diana: … that he asked me for it.

1:28Carleton: And as we scan this, if we find one of those, we'll scan that document, too, because it represents a truth that we should document—

1:34Diana: Right

1:34Carleton: … which is that someone has not returned something to this folder.

1:37Diana: Right. So like—

1:37Carleton: So that'll be important

1:38Diana: … that way, because sometimes if it gets lost or misplaced—

1:40Carleton: Mm-hmm

1:40Diana: … then you have to pay to have it replaced.

1:42Carleton: Yeah, exactly. Especially a title.

1:44Diana: Yeah, for title.

1:46Carleton: Yeah.

1:46Diana: This is some of the bond insurances here.

1:49Carleton: Mm-hmm. I see SDCGB.

1:53Diana: Yeah. I don't think they give me that anymore because it's pretty empty.

1:56Carleton: Okay.

1:57Diana: Um—

1:57Carleton: It's probably all digital, though.

1:58Diana: Maybe, yeah.

1:59Carleton: Yeah.

1:59Diana: I don't know. It probably goes to their personal emails.

2:01Carleton: Mm-hmm.

2:02Diana: Um, so—

2:03Carleton: It does. Geoff shows us every now and then what the power bill is so we can remember—

2:08Diana: Oh, yeah

2:08Carleton: … that there's power being owed to someone.

2:10Diana: Yes. This was way back when we did have workers' comp—

2:13Carleton: Yeah

2:13Diana: … which we were going to be doing some of that.

2:14Carleton: Yeah, I pretty much figured it out.

2:15Diana: Yeah.

2:15Carleton: We'll respond to them in the next week because it was basically figuring out when Troy was going to be officially with us, and now he is basically.

2:21Diana: Okay.

2:22Carleton: So that's going to make it easier to officially—

2:24Diana: Need to figure out that.

2:24Carleton: Yeah, yeah.

2:26Diana: So these are employees—

2:27Carleton: Okay

2:27Diana: … or people working or getting paychecks or some type of money—

2:31Carleton: Got it

2:32Diana: … coming in. Probably some old ones from Geoff.

2:33Carleton: Yeah, I saw Geoff doing it at the back.

2:36Diana: Um—

2:37Carleton: Now, this is the third from the bottom. We were just doing the second.

2:39Diana: Yes.

2:39Carleton: Okay.

2:40Diana: So these are accounts receivables, so any bills or any receipts that come in, like the insurance, Farmers, State—

2:48Carleton: Mm-hmm

2:49Diana: … and all those that we pay—

2:51Carleton: Okay

2:51Diana: … those all go in here. The bottom—

2:53Carleton: Now, are these green parts, are these grouping things together?

2:57Diana: No.

2:58Carleton: They are not actually used for any organization, the green things?

3:00Diana: Only to separate. So I'll do it every three folders that I do—

3:05Carleton: Mm-hmm

3:05Diana: … I'll put one of these in there.

3:06Carleton: Okay.

3:07Diana: And I'll do three.

3:07Carleton: And that's just for ease of operating?

3:10Diana: No, mostly because some things get really, really thick, like this one.

3:13Carleton: Uh-huh.

3:14Diana: And then other things, there might be one or two in there.

3:16Carleton: Okay.

3:16Diana: So I kind of divvy it up. I do it by threes, and then later I mix it—

3:21Carleton: Okay

3:21Diana: … if I need to, to make more room. So those are all accounts. Some of this back here is some of the companies that we deal with that sometimes will ask us... Because the reason I separate them—

3:34Carleton: Mm-hmm

3:35Diana: … so these are people that, they're contractors, and they use our services.

3:40Carleton: Got it.

3:40Diana: And a lot of times they want certain paperwork sent to them—

3:43Carleton: Mm-hmm

3:44Diana: … for their information as well. So I keep them kind of separate. And then these are—

3:47Carleton: Do they have a recurring updated one they keep with us, or is it one paperwork we're always using within every year?

3:53Diana: No, they—

3:53Carleton: Do they have a deal with us where you have to keep re-upping or anything to prove we're legit?

3:57Diana: They do. They contact us and say—

3:58Carleton: Okay

3:58Diana: … "We need updated EIN stuff."

4:00Carleton: Got it.

4:00Diana: "We need updated W-9s."

4:02Carleton: Okay.

4:02Diana: "We need," all that, and they want car insurance if vehicles are going to go on their properties.

4:07Carleton: Yeah, they're really strict.

4:08Diana: They need insurance information on that. And they then pay us only 60 days later. Of course. So W-2s for the last several years in here.

4:17Carleton: Okay. So tax documents within here.

4:20Diana: A little bit.

4:21Carleton: Okay.

4:21Diana: Not a lot.

4:22Carleton: All right, so now we're on the fourth.

4:23Diana: Now we're on the fourth. So these are all the money coming in.

4:27Carleton: Okay.

4:28Diana: Customers, so whether they pay by debit or actually checks and then credit card and cash.

4:36Carleton: Mm-hmm.

4:38Diana: My system on this is if they paid by checks in the front, if they paid through the bank transfers in the back.

4:45Carleton: Okay.

4:45Diana: So I separate that.

4:45Carleton: So there's a, we'll call it a polarity. There's a top and a bottom to the folder, and the stuff—

4:50Diana: Yes

4:50Carleton: … toward the bottom is check?

4:53Diana: Checks.

4:53Carleton: And then the stuff toward the front or the top—

4:55Diana: Yeah

4:55Carleton: … would be Zelle?

4:56Diana: Bank transfers, yeah.

4:57Carleton: Okay.

4:57Diana: Mm-hmm. Yeah, and it goes for every month through December.

5:04Carleton: Did I see seasonal? Is that what that said? No, I just saw September. Got it. I was just curious if there was some sort of classification I missed.

5:10Diana: No. Then after that, actually, I do. I don't have them in here right now because I'm using them.

5:15Carleton: Okay.

5:16Diana: There's tax information that goes in here, and that's for taxes for that year.

5:21Carleton: Okay. So is this the most contemporary of all of them because this is this year's folder or file?

5:25Diana: Yes.

5:25Carleton: Okay.

5:26Diana: Yes. And then as the new year starts, I do redo the folders.

5:31Carleton: Oh, yeah.

5:31Diana: And then they get put...

5:33Carleton: Okay. Is that same structure basically duplicated? Okay, awesome. So if we were to digitize these as well, if we did it linearly, just starting in the front and going to the back, it would retain everything you need?

5:43Diana: It would retain everything I need.

5:44Carleton: Okay.

5:44Diana: Now, just so you know, I'm just sure that would, if they're in different, in the wrong order, it'll put it by date.

5:52Carleton: You can then... Yeah. Let's pretend we're opening one of these folders.

5:56Diana: Mm-hmm.

5:56Carleton: If there were a bunch of different documents all scanned on the same day, that doesn't matter because the document's date is searchable, so we would be able to sort documents based on certain different things we're searching for.

6:06Diana: Yeah, because certain times of the year—

6:08Carleton: Mm-hmm

6:08Diana: … there's things that get set in different places.

6:11Carleton: Okay.

6:11Diana: And then at the end, they get put in, but I don't go putting them by date.

6:15Carleton: Okay, that's fine.

6:16Diana: Yeah.

6:16Carleton: That will be acceptable for the way we're doing this. That's actually perfect—

6:19Diana: Yeah

6:19Carleton: … because it requires less work from you.

6:21Diana: Yeah.

6:21Carleton: And it still makes it in the grouping we need.

6:24Diana: Yeah. So if for some reason I had to take it out or something—

6:26Carleton: Mm-hmm

6:26Diana: … and I'm in a rush, I can just put it back in the section that it belongs.

6:30Carleton: Smart.

6:30Diana: But not necessarily in the right spot.

6:31Carleton: That's reasonable. It's like a rough sort.

6:33Diana: Yeah.

6:34Carleton: That's reasonable.

6:34Diana: So, um—

6:35Carleton: And then this one is stuff with Etsy?

6:37Diana: Yeah.

6:38Carleton: Okay.

6:38Diana: No, these are the accounts receivables.

6:40Carleton: Accounts—

6:40Diana: So basically, these two are what go into those two.

6:43Carleton: Can you show me that again?

6:44Diana: The top two—

6:45Carleton: Uh-huh

6:45Diana: … go into the top two.

6:46Carleton: So I'm basically pretending this is the top two for 2025.

6:49Diana: Mm-hmm.

6:50Carleton: And then that gets then sent over a while later? Where are these all stacking up?

6:55Diana: I think they're stacking up in the playhouse out there.

6:57Carleton: Oh, okay.

6:58Diana: I think. I don't know.

6:59Carleton: Okay.

6:59Diana: I took them all out.

7:01Carleton: Well, how many years are we obligated to keep? Seven?

7:03Diana: Like seven.

7:03Carleton: Okay. So we need to have right now until 2020? No, 2018.

7:08Diana: Yeah, it should be 2018 out there.

7:09Carleton: Okay.

7:09Diana: So this is 2024.

7:11Carleton: Okay.

7:12Diana: And I have a stack here that I gave to Geoff to take.

7:15Carleton: Okay.

7:15Diana: These—

7:16Carleton: Are these all about the same fullness? Like, the boxes are all—

7:19Diana: Uh-huh. Yeah

7:19Carleton: … okay, probably proportional to the work you did that year.

7:21Diana: Yes.

7:21Carleton: Hmm.

7:22Diana: So these I took out, and these are actually... I think they're in the back, but these are all... Is this shiny? It's not shiny. That's not it.

7:33Carleton: Okay.

7:33Diana: Oh, those are not what I thought. I'd love to see what that is, but I know I have a box maybe that's the same. Okay, so these are worker files, so these are all employee information—

7:46Carleton: Okay

7:46Diana: … whether it's payroll and things like that.

7:49Carleton: Okay. That's great.

7:51Diana: Yeah.

7:51Carleton: You've organized this so well that this process is going to be so manageable.

7:56Diana: Oh, I'm glad.

7:56Carleton: That is... No, by design. You've eliminated the friction. There's no worrying about where the stuff is.

8:02Diana: That's how I like—

8:02Carleton: Now we've just got to duplicate it.

8:03Diana: I just want to always be able to get back to something if I need to.

8:07Carleton: I want that for you, too. Because that's what happens, all of a sudden somebody has either a liability or something—

8:13Diana: Yeah

8:13Carleton: … or a customer debt, and then we can't find it in the... We can find it. I mean, to me, information is power, and the speed at which we can get the information makes us that much more powerful.

8:22Diana: Yeah.

8:22Carleton: So are these anything?

8:24Diana: Nope, they're all empty.

8:24Carleton: Okay, and any other filing around here that I'd be digitizing, too? Do you know anything about these?

8:30Diana: The only thing, I set this up for Derek. He hopes that he would use it, but I don't think he uses it.

8:37Carleton: I don't think so either.

8:38Diana: So basically, it was forms that he could access.

8:41Carleton: Okay. Ooh, yeah.

8:43Diana: So these, and it was just this one, and we used to... This all used to be kept underneath Geoff's desk, and he doesn't really—

8:50Carleton: Well, let's keep it. Obviously, we're not going to do anything with it today—

8:52Diana: No

8:52Carleton: … if there's nothing in it. But—

8:54Diana: There's really nothing

8:54Carleton: … that's okay because this is a nice little bit of pre-organization that'll eliminate eventual friction when we want to organize better.

8:59Diana: Yeah, if there's something else—

9:00Carleton: Something. Okay.

9:03Diana: Then— Then what can I talk to you about Troy? What would you like to know about Troy?

9:07Carleton: Sorry. What did that mean? Oh, so— Here, I'll stop this recording.

9:10Diana: Okay.

9:10Carleton: Is there anything else about the way I'm digitizing that you want me to be aware of? Is there any sort of nomenclature, like writing or notes you might make on a document or a Post-it Note you might write a note on?

9:20Diana: I was saying copy. Well—

9:21Carleton: Yeah, but I mean like internal notes, like the way you describe the T and the P—

9:24Diana: Yeah

9:24Carleton: … the title and paid.

9:26Diana: Oh.

9:26Carleton: That's very useful so that no guessing is made on acronyms.

9:30Diana: Yeah. So my only system is when I put a check mark on it—

9:37Carleton: Mm-hmm

9:37Diana: … it means that I put it into QuickBooks.

9:39Carleton: Okay. That's great.

9:40Diana: So I will find it over there. I can find it over here. So most of these things will have some... And if Geoff, like if he said something—

9:48Carleton: Mm-hmm

9:48Diana: … or I was talking to him about it, I have a place.

9:51Carleton: Okay.

9:51Diana: I leave the notes that he puts on it—

9:52Carleton: Got it

9:53Diana: … just so that I'm not ignoring him.

9:54Carleton: In this case, I'm going to make a note for this video's benefit, not necessarily for you even right now.

9:59Diana: Okay.

10:00Carleton: Where was that one that you just held up, which had the note from Geoff on it?

10:03Diana: Actually, it was in Geoff's monitor.

10:04Carleton: So— Well, the yellow legal note on it would be—

10:07Diana: Yeah

10:07Carleton: … that's one I'd like to see again, so I can give us a description of how to log that properly.

10:12Diana: Okay.

10:12Carleton: Because it was taped to it.

10:14Diana: No, it was stapled. I staple it.

10:15Carleton: Oh, that was stapled? Okay.

10:16Diana: If I see something that I want him to... Or he sometimes gives me—

10:22Carleton: Mm-hmm

10:23Diana: … okay, that one was right over here somewhere.

10:24Carleton: I know, right? So close.

10:27Diana: Shoot. There are the other ones somewhere. I would think. Okay. So, nope. What does this say? Oh, okay. So this was an interesting one.

10:40Carleton: Okay.

10:40Diana: So this is—

10:41Carleton: "Not legit" is what it says on there.

10:42Diana: Yeah. Because they send it to us, and they say that we owe this money, and then I look it up because—

10:47Carleton: Oh, this is one of those BS companies that's like a .com pretending to be—

10:51Diana: Yeah.

10:51Carleton: Yeah, corporate.

10:52Diana: Well, they make it look legit.

10:52Carleton: It's a non-government agency. Yeah, it's a total scam.

10:54Diana: And then you look it up, and it's a scam.

10:55Carleton: I'm glad you know that's not legit.

10:56Diana: And that's $240.

10:57Carleton: Well, there's more egregious ones that are charging $1,500 for—

11:00Diana: Yeah.

11:00Carleton: They're pretending to be secretary of state filings. Have you seen that yet?

11:03Diana: So I like to keep them because that way I can refer back to them if I needed to.

11:08Carleton: Yeah.

11:08Diana: Oh, b****r, where can't I find this one?

11:11Carleton: Because we want it too much.

11:12Diana: Well, I know, right? This is a good... The Farmer stuff—

11:16Carleton: Okay, yeah

11:17Diana: … a lot of times when there's a change, in the front is my... I guess I'd have to tell you all the stuff that's done in here.

11:24Carleton: There is a lot of edge cases that are not going to always be applicable, but your knowledge of what you're doing is useful for me to know.

11:29Diana: Right. So here, I make notes that it was paid online, and the check mark means it went into QuickBooks.

11:35Carleton: Okay.

11:36Diana: So these are like that, and then it's dated.

11:38Carleton: Okay.

11:39Diana: So towards the back, so when a new truck comes in or they buy something or they change or delete a car—

11:47Carleton: Okay

11:47Diana: … then I put that information to the back.

11:49Carleton: Okay.

11:50Diana: And these, this will say... So this is '25, '26 year, and these are all the insurance that they keep in their cars.

12:00Carleton: Mm-hmm.

12:00Diana: So I wrote in here, "Gave to Geoff to distribute."

12:03Carleton: Okay.

12:03Diana: So I made copies so that he can give them out to everybody's cars out there.

12:06Carleton: Got it.

12:06Diana: So they have them in their cars. And then here is the original copies inside.

12:10Carleton: Awesome.

12:12Diana: And I also will make a copy. They send me an email with it, so I'll make a copy either on the desktop or my desktop at home, depending on where I'm at.

12:21Carleton: Okay.

12:22Diana: This one happens to have a business name change that Farmer's now has this down as Full Screen.

12:27Carleton: Mm-hmm.

12:28Diana: So I keep stuff like that, that I put in my notes. This one is the new card for Troy.

12:35Carleton: Perfect. Yeah.

12:36Diana: And the PIN and stuff so that Matt's got that now then. Cashbooks. Oh, I was hoping I'd find another note. It might not be here.

12:45Carleton: Well, that's okay, because while you did that, I actually came up with a solution, and the solution is nobody even needs to know. I'll just implement it.

12:50Diana: Okay.

12:52Carleton: So you don't have to even know what I'm figuring out.

12:54Diana: Okay.

12:54Carleton: It's already figured out.

12:56Diana: Mm-hmm. These are all tech receipts from—

12:58Carleton: Uh-huh. Good. We have a receipt scanner component.

13:00Diana: Yes.

13:01Carleton: So that'll work. It's got the slot. We just adjust this little narrow guide so it fits exactly the receipts.

13:05Diana: Yeah. So those, that way—

13:07Carleton: Okay

13:08Diana: … and all the check marks means that I've reviewed them, and they've gone into the system.

13:11Carleton: Excellent.

13:12Diana: So, sometimes Mirage sends us updates on something. So like here, if we wanted to rush something, this is what they would charge us to rush it.

13:22Carleton: Mm-hmm. And this is also sent to us via email, right?

13:24Diana: Via email. So I—

13:25Carleton: Yeah. This is the print-out of the email.

13:27Diana: I'll frame it. Yeah.

13:27Carleton: Okay.

13:30Diana: And these are—

13:30Carleton: There's a Post-it Note. Let's look at it.

13:31Diana: Okay.

13:32Carleton: So in this context, the first thing we would scan would actually be the Post-it Note, by the way. Person watching this video, the first thing we would scan would have to be this note. And the way we'd have to scan it is scanning it on the page first.

13:46Diana: And then Geoff would scan the—

13:46Carleton: So just, yeah. So we're going to make a copy every time we see something with a note on it. The first page we're going to scan is the page as it exists with the note. Once it's been scanned, take the note off, remember what page it came from, but scan the page without the note because we need to know what was behind the note. And the note is important contextually, so now the document contains both. Okay. That was what we needed to see, and that's what we have now described.

14:09Diana: Yeah.

14:10Carleton: Cool.

14:10Diana: So in this case, I think they never pulled the fund to order.

14:14Carleton: Mm-hmm.

14:15Diana: And I made notes that this is what this estimate was tagged as, and then what the deposit needed to be.

14:21Carleton: Okay.

14:21Diana: But they never called to do that, so no deposit was made, so no order was made.

14:25Carleton: Okay.

14:26Diana: And this one here's another one. New password PDF. So customer... So I guess a new password to get on there.

14:35Carleton: Mm-hmm.

14:37Diana: And then I think this is, oh, the business tax. I don't know.

14:44Carleton: Okay.

14:44Diana: Anyways.

14:45Carleton: Well, that was everything to me, because that's—

14:47Diana: Yeah

14:47Carleton: … that's enough to go on based on learning your... The way in which you've set this up is more clear now than if I just opened it and figured it out.

14:55Diana: Yeah. Okay.

14:55Carleton: We're so much more ahead of the game for starting to organize this.

14:58Diana: Okay. And then what can I tell you for Troy?