Organizing Adoption Papers

We're expecting! Can't you see the paper cuts? 

Just like you don't really get it when people say "time flies" until your older and you know that it does! Or "kids just grow up so fast" then you have them and realize how true that is! "If the shoe were on the other foot" then you find yourself in that very situation you were just criticizing.  The same is true for working through an adoption process.  We saw the list of the process, we read the blogs, talked to some friends who've been there, but you just don't get it 'til you've sat with a pile of papers and all these to-do lists.  The end result? Worth it.  

We have four biological children, so I'm just going to make the comparison that this on-going paper trail phase in the early processes of adoption are similar to the constant morning sickness in the early stages of pregnancy!  It's always on your mind and effecting you (a good thing of course) because behind the scenes a wonderful work is being done.

One thing I couldn't seem to find on other blogs, from my random searching, was tips for how people kept all their papers and lists organized!  So, here is how we made order out of chaos.

1.  Scanning Information: Our home study agency is using a new program to their company where we sign in securely on-line and all our 'to do' list and forms needed are downloaded from this site.  When we complete a task, we click and upload our completed form (scan it then upload) and we receive an icon of a 'thumbs up' on that task! 

This method started us on the mission to not only keep a hard copy of all the forms and such but also to scan and upload into the computer all of our paper work.  Hopefully it pays off in the future and saves on some postage costs.

2. File system: We still have the hard copies to file and honestly, it just makes me feel more safe knowing they are tangible without computer crashing potentials. Some papers may need signatures, notarized, or are waiting for more information to be gathered before they are completed.  For those, we have the old school file system.  I used a simple expandable file box to start our system.  The following are files that we are in use thus far, and I'm sure as we work through this we'll be adding new folders:  agency, placement agency, home study,courses, travel, visas and passports, finances, receipts, fundraisers, orphan awareness info. 

3. Work Space: It helps me to have a secretary station/work space.  I'm a visual person so if I don't see it, it doesn't exist.  I have to have the to-do list out in the open and know just what is lined up to tackle next.  This is just a corner of our dinning room table (that we never eat on and is mostly used for coloring books and crafts).  I know that the kids won't mess with the papers here and drinks aren't going to spill all over the papers.  It's nice to have post-it-notes available, paper clips, stapler, and such office supplies so one can just sit down and tackle the great paper pile from the deep!

4. Frequently Used Numbers and Contacts: Unexpectedly this has been my most used and best weapon when attacking the papers.  It's as simple as a piece of paper with the title, "Frequently Used Numbers" written across the top.  I have gone to this paper over and over instead of scrambling through the phone book, or our file system to look for phone numbers and addresses.  On the list I have numbers and contact info. for:

Home study agency
Case worker's cell
Placement agency
 Health Department
 Travel Clinic
 Post Office
Bank
Adult Doctors
Children's Doctors
Fire Marshal
Employers numbers

5. To- Do list:   We don't want to over-look the To-Do list.  This is changing daily as more are added and more are checked off.  After one list gets full of check-offs, then I trash it and start anew.  The to-do list is always on top of the piles so I'm sure to see it. 

As we move past this "first trimester" phase of the adoption process, we are anxious to undertake the tasks and experience the feelings of the "second trimester" of adoption.  I have a feeling that the "second trimester" is going to go by fast and then we'll be in that pins and needles stage of the waiting....waiting....waiting... The "it could be any day" could (or could not) go on for months instead of that grand anticipated week of a baby's due date.  It'll be like having a baby, with no due date! When will they come?

In the meantime, we'll just stay organized and take control of what we can- the papers.  All the rest is in God's hands as it should be! He knows best and He is at work in this adoption process.  More than we realize I'm sure of that.

Jer. 29:11 "For I know the plans I have for you," says the LORD. "They are plans for good and not for disaster, to give you a future and a hope."