It has been about a year since I started developmental services for my soon to be three year old. First it was evaluations for audiology and speech so we could get him started in speech therapy, by now we have added on services with the local Regional Center, Early Intervention Program and the School District while awaiting even more. I continue to go through so many evaluations and appointments for him, answering the same questions over and over. By now, I am a pro at the terminology and feel confident in my communication with these evaluators and professionals. One thing that I knew I would very quickly need is a system to keep track of all his documents, reports, testing results etc. And when I kept forgetting to bring something with me to appointments, like a signed form or his shot record, I decided I needed to find a better way to get organized.
I knew I needed a system that was portable that I can take on the go, not just a home filing system. So I thought about a binder filled with sheet protectors and dividers. I have also used an expanding file before and I considered that. However, I felt that I really wanted a combination of both because I felt that there were benefits to both systems. I went on a hunt to Staples determined to find the right system for me, and by golly, I was pleasantly surprised that I found exactly what I wanted!
The brand Case-It makes “The Pro Binder” with a sleek professional exterior that makes this professional mama happy to carry around. Not that I have a problem with unicorns and kitties, but this was definitely more up my alley. It has a 1″ 3-Ring Binder, an attached mesh zipper pouch, a small pocket and an expandable filing system on the inside cover. It was everything I wanted! (This is not a paid review or anything, just keeping it real!)
I very happily came home, rounded up all my documents and got to organizing. See the photos and descriptions below on how I organized all my documents in one place!
Here is what the binder looks like from the front. It is professional and sleek, the cover has a nice padded lining and an elastic strap that keeps the binder closed. You definitely want something that you can secure closed so things don’t go flapping and falling around as you juggle stuff to and from appointments!
Here is the inside of the binder. As you can see, there is a mesh pencil pouch attached to the left side of the binder so I will never be without a pen! I also have a business card holder slip to keep all my important service providers contact information handy and accessible.
Behind the zippered pouch is a little pocket that I can easily slip a notepad into for anytime I need to take notes… or let’s face it, if my toddler gets bored and wants to color!
Behind the Business Card holder I have the colorful dividers that each have a pouch on them. I find this handy when I have a form I need to remember to fill out and turn in. This ensures that I do not lose said form, forget to fill it out and that I don’t forget to actually bring it with me!
After each divider are sheet protectors which is where I put all of my sons testing results, reports, service plans, IEP and IFSP etc. These are my very important documents that I want protected and visually available. I have them organized by categories such as: School District, Regional Center, Therapies (ST, OT, ABA), Early Intervention Program, etc. You can customize this based on the services your child receives.
After all the dividers, I have a little pouch protector that zippers shut so I can stick important items like a copy of his Birth Certificate and shot record etc. I only intend to keep the Birth Certificate in here while I am in the process of enrolling him in new services and I am needing it often. Once I have him set up in services, I will file it away in my home filing system in case my binder is ever misplaced etc. You don’t want to loose that!
The expandable file section is located on the inner part of the front cover. It is kept shut with velcro so it doesn’t flop around and keeps everything secure. I have similar sections in here as I do with my divider sections except this area is for more general information, handouts, approval for service letters etc. It is a place where I can keep things handy but may not necessarily be important records for my son’s services or diagnosis etc.
Overall, I am very happy with the way I was able to organize all my important documents for my son’s special needs services. Now, while this system works perfect for me, it may not work for everyone depending on your organizational style and what services you have set up. But the idea is to ensure that you create an organizational system that works well for you and your needs. I feel that being organized like this allows me to feel more confident about managing all our services and evaluations and helps me stay on top of everything. When I walk into my son’s IEP meeting next week, I know that I will have all the documentation needed to support our need for services.
Develop a system and stay on top of it, you will not regret it! If it seems overwhelming, just take it one step at a time. One day gather all your materials, then when you are ready, go pick out your supplies needed. Set aside a separate day to put it all together and don’t forget to include a pen! You can do it and it will be worth it in the end. Good Luck to you all!
Flying by the Seat of My Mom Jeans 