How I Organize Our Important Family Documents

If you know me or you’ve followed along for a while, you know how deep my love runs for all things organization. Today I’m sharing how I organize our most important family documents – things like legal documents, taxes, insurance, and medical bills. Everyone has their own system for this – just sharing what’s worked for us and what’s helped keep the paperwork under control over the years.

My Filing Rules

When it comes to important papers, I have two rules. One: do something about it NOW. Whether that’s paying the bill (when feasible of course), calling customer service, filing away a paper where it actually should go – don’t put it off. Deal with it as soon as possible as things come in.

And two: if there's also an email/online copy (utility bills, most receipts, etc., something I could print if I needed to) I don't keep a paper copy. Sign up for e-statements and auto-pay, auto-archive those bills to an email folder so they never even hit your inbox, and read/toss the papers that come in the mail. There are rare instances where I do like to have paper copies, or multiple copies, of things, but for the most part, I want these things on auto-pilot so I’m NOT wasting time messing with actual papers.

Our Fireproof File Boxes

I keep our important family documents in a fireproof file box like the ones below (scroll through the widget below to see options - our heavy duty one is from Walmart, another great fireproof option with extra pockets is on Amazon), with colored hanging folders and tri-cut manila folders. We actually have two boxes – one is not quite enough room to hold everything for our family, but the peace of mind from having these things safely tucked away is worth it.

How I Color Code Our Files

A pack of hanging file folders with FIVE colors (like these!) makes it so easy to color-code these things. Here’s how I handle ours!

BLUE = LEGAL

This section includes things like passports, birth certificates, immunization records, social security cards, wills, powers of attorney, advanced directives, and business formation documents. This may sound morbid, but having an attorney for a husband and a funeral director for a father-in-law (they’ve seen some drama when it comes to these things), I cannot emphasize to you enough the importance of having an estate plan, which includes things like wills, powers of attorney, and advance directives in place – especially if you are married and ESPECIALLY if you have children. The complications your family members will have to deal with (or fight over) if you don’t have specific plans in place… just not something you want to burden your loved ones with. You do not have to have a large or complicated “estate” to be worthy of having an estate plan – these things are for EVERYONE.

Texas friends – if you do not have these things in place, Andrew and I highly recommend our attorney friend Marley Elliott! She’s helped us with all sorts of things, from estate documents to business formations. She’s super great at explaining things in an easy-to-understand way, very fairly priced, and can do everything remotely.

GREEN = FINANCIAL

This is where I file anything credit card-related (disputes/payoff records, but not statements – opt for e-statements, always), retirement/investment account documents, 3 years of tax returns, and any loan/line of credit documents.

YELLOW = HOME

The yellow folders house anything related to our home, including property taxes (these could also go in Green but since these are more “active” tax documents, I put them here), lease/purchase/refinance documents and anything real estate-related. I save home repair invoices here and receipts for major purchases (furniture/appliances). I also keep a couple of copies of a recent utility bill, as these are needed occasionally. Otherwise, all utilities are handled online!

RED = INSURANCE

All things home/life/auto/health insurance go here! I have a separate file for each family member's medical bills and explanations of benefits (EOBs) for the last 3 years. Definitely keep your EOBs for a while (this is one thing I do prefer to keep hard copies of, in addition to online copies) – I’ve learned hard and expensive lessons there.

Always, always compare your medical bills to what the EOBs said would be covered, and do not be afraid to call and advocate for yourself. Doctors’ offices make billing mistakes (intentionally or not, at the expense of patients who aren’t paying close attention) ALL. THE. TIME.

If any family member has a significant medical procedure, I keep all documents and bills related to that in a separate file. And on that note, I keep all pregnancy/delivery-related bills and EOBs in a separate file for each baby.

I only keep the current and one most recent previous car and home insurance policy – if our coverage changes, I like to have one previous record to compare it to, but that’s about it. No need to keep years’ worth of those things.

ORANGE = OTHER

This is where I keep things like job records (offer letters, contracts), vehicle purchase and maintenance records, charitable giving records, veterinarian records, and hobby-related things like membership documents and large purchase receipts. School records (report cards, transcripts, etc.) are kept in our kids’ personal keepsake file boxes. Read more about those HERE!


If you’re feeling overwhelmed by the never-ending influx of paperwork, I hope this was helpful! Obviously every family’s will look a little different. Just having a specific place for things to GO makes a difference in keeping clutter under control so it doesn’t pile up, on the counter or on your to-do list. If you’re on a decluttering mission this year, taking care of tasks related to these things and safeguarding this kind of documentation would be my number one place to start.

Shop all of our important document organization items, all in one place, HERE.

My Deep Cleaning Rotation

Keeping things organized is just part of my nature. Always has been. Keeping things clean… not so much. I’ve never cared as much about cleanliness as I have about edited and simplified spaces, but as a mom with three little ones and a big dog running around creating messes all day long, clean is a higher priority now.

Of course we have our daily cleaning routines — running the dishwasher, doing a load of laundry, sweeping, wiping down surfaces. Other tasks I’ll do as needed - vacuuming, cleaning toilets, etc. But when it’s time for a deep clean – when I want things to feel CLEAN clean, I’ll set aside a bigger chunk of time. I’d rather clean a space from top to bottom all the way than doing a little bit here and there.

I was inspired by Francie Outlaw to create a set of deep cleaning lists for our home. When she first shared hers, admittedly, I didn’t get the hype. I thought “Who needs a checklist for cleaning? Just clean!” But the more she shared them, I got on board and appreciated having a checklist for each area of our home to make sure I’m really being thorough and not forgetting anything.

While she has physical notecards, I realized I prefer the lists as a Note/checklist on my phone, so I can mark things off as I go, easily add a notation for when that particular deep clean was last done, and I don’t have to worry about cards getting dirty. Plus, I can edit the lists as needed, as our kids grow and things look different, and as the items in our home change. So far it’s worked great!

For my lists, I grouped certain spaces if it made sense to knock them out together. From start to finish, each area takes about 1-2 hours and I’ll complete them as needed. I’ve made it a goal to get through the entire list a few times a year: early summer, pre-holidays, and hopefully once more. Feel free to copy these lists and tweak to make your own set!

MASTER BATH

  • clean sink + bar keepers friend

  • clean window + lights + mirror + decor

  • clean shower

  • clean toilet

  • disinfect tub

  • disinfect counters 

  • wipe down cabinets

  • wipe out drawers

  • baseboards

  • empty trash + clean trash can

  • sweep + mop

  • wash bath mat

  • wash linens

  • refill soap

  • inventory

MASTER BEDROOM + CLOSET

  • wash sheets + pillowcases + duvet cover

  • all dirty clothes in hampers

  • dust furniture + fan + shoe shelves

  • wipe down decor + TV + mirror

  • clean windows

  • clean under furniture

  • vacuum curtains

  • baseboards

  • tidy dresser + nightstand drawers

  • make bed

  • sweep + mop

LAUNDRY ROOM + HALF BATH

  • dust shelf + decor

  • tidy cabinets + inventory

  • wipe down washer + dryer

  • clean inside washer + lint trap

  • clean window

  • clean toilet + stool

  • clean sink + bar keepers friend

  • refill soap

  • wipe counters + decor + mirror

  • baseboards

  • empty trash

  • sweep + mop

  • iron clothes

KITCHEN + DINING

  • clean appliances inside + out

  • purge + wipe out fridge

  • dust all lights

  • clean + disinfect sink

  • soak silverware

  • wipe down coffee area + refill machine

  • refill canisters

  • refill soaps + clean soap dispenser

  • refill centerpiece candles

  • clean windows + blinds

  • clean trashcans

  • wipe out drawers + cabinets

  • wipe down cabinets + backsplash

  • tidy + disinfect countertops

  • wipe down table, chairs, buffet + decor

  • disinfect booster seats

  • wipe pantry shelves + inventory

  • wash linens

  • baseboards

  • sweep + mop

LIVING ROOM + Stairs

  • tidy + rotate toys

  • wash pillow covers + blankets

  • wipe down coffee table

  • dust lamp, decor, mantle, tv

  • wipe down picture frames

  • clean + vacuum out fireplace

  • clean windows + blinds

  • vacuum curtains

  • vacuum couch + under cushions

  • clean + sweep under couches

  • sweep stairs

  • sweep coat closet, tidy + wipe down shelves

  • baseboards

  • sweep + vacuum + mop floors

  • wash Ruggable

KIDS’ ROOMS

  • wash linens + make beds

  • tidy bookshelves + baskets

  • dust furniture + decor

  • dust fans + lights

  • clean under furniture

  • tidy closets + dust shelves

  • baseboards

  • vacuum drapes

  • clean windows + blinds

  • vacuum floors

  • empty + clean vacuum

UPSTAIRS BATH + HALL

  • sweep upstairs hallway

  • dust hallway frames + windowsill 

  • clean sink + bar keepers friend

  • disinfect bathtub + tidy toys

  • disinfect non-slip mat in tub

  • clean toilet

  • dust lights

  • wipe down counters, mirror, decor

  • wipe cabinets

  • wipe out drawers

  • refill soap

  • baseboards

  • empty trash

  • vacuum rug

  • sweep + mop

  • wash linens

  • inventory

GARAGE

  • tidy toys

  • rotate seasonal things to/from attic

  • tidy + wipe down counters + cabinets

  • wipe down workout bench

  • wipe freezer + fridge inside and out

  • put donations in car

  • break down boxes + take out trash

  • inventory

  • sweep floors

OUTSIDE

  • leaf blow

  • pick up dog poop

  • wipe down chairs

  • clean windows

  • clean grill

  • shake out and sweep around door mats

  • sweep porch + patio

  • sweep doorframes + cobwebs

  • clean dog bowls

  • disinfect patio table

  • wipe down tv

  • water plants

A quick note on cleaning products — at the beginning of 2024, I started fresh with all new cleaning products. We now use Branch Basics for everyday cleaning, wiping surfaces, etc., and Force of Nature as our disinfectant. Both are completely non-toxic and fragrance-free, and I’ve been so impressed with their effectiveness. The Force of Nature link above will get you 40% off and earns me extra capsules for sharing. I recommend the Year’s Supply — it’s a really great value and should last you closer to 2 years or more!

Hopefully this was helpful to you, even just to articulate what exactly it takes do a true reset in each area of your home when it comes to cleaning. Whether you’re frequently hosting or in the thick of motherhood with young kids, it feels good to know that even as the daily messes pile up, your home functions at a baseline of cleanliness, with an extra fresh slate when you need it.

MVPs | Most Valuable Purchases of 2022

2022 in the rear view and whewww — I feel like I’m still in the middle of a giant exhale after a year of being in straight up survival mode, stretched so beyond thin. I’m finding my footing and seeing the light after a tough, refining season.

2022 required some downsizing and I’ve been open in sharing our simplification journey and the reasons behind all of that — and as a result, the way I approach making purchases big and small. The goal is intentionality and practicality, to end up with things that don’t make me feel like I’ve settled.

So in no particular order, I’m sharing some favorites that come to mind from 2022. My MVPs if you will - Most Valuable Purchases. Things I truly adore, have found useful, use all the time and think you might, too!


Bogg bag

Am I totally late to the Bogg bag game? Yes. But oh my gosh, this thing got used so much this past year. I snagged the Olive You color I’d been eyeing and it went everywhere with us all summer. Is it a lot to spend on a bag that looks like Crocs? Yes. Is it worth it? Yes. So nice to not worry about wet towels or swimsuits, dirt, crumbs, etc. Just wipe or wash it! And it’s been great for bringing toys, books, and bulkier things on the road with us if we need to - the structured shape means it doesn’t fall over or collapse like a normal tote and makes it easy to toss things in.

Black sneakers

I’d been searching for shoes to wear with athleisure and wasn’t necessarily looking for a darker pair, but when I tried these on with my favorite leggings, I ended up loving the black-on-black look. Comfy, classic, versatile — these neutral Adidas shoes are my new go-to for everyday wear. I’d go a half or full size down on these, fyi!

6 for $16 undies

2022 was the year I finally broke up with Victoria’s Secret — we had a nice 20 year run (WHAT! for real though - circa 2002) but the price had gone up and quality has gone down and it was time. I found this set of lace trim thongs from Amazon and wish I would’ve made the switch sooner! The lace doesn’t get stretched out, they wash great, feel great… love.

Luna oil

When I tell you this stuff has transformed my skin… I had been sleeping on this retinol face oil, until I was gifted a sample size and fell in love, and now I’m literally sleeping on it every night. I legit look forward to putting this on every night before bed (it smells divine) and you only need a few drops - the smaller bottle lasted me 7 months. I’ve pared my skincare products down to just a few products and this one for sure made the cut. It’s so good!

American Cowboys book

This American Cowboys coffee table book is a treasure. It’s BIG and gorgeous inside and out – incredible photography, beautiful short stories, and essays by Taylor Sheridan. So happy to have this in my collection!

My Kader Boly print (also a gift from andrew) should’ve made this list too, but i feel like it’s in a league of its own. it’s a stunner and the sentimental value behind it makes it stand out from the rest.

Matted frames

2022 was also the year I got my crap together and finally got more photos displayed throughout our home, using these 16x20 matted to 8x10 frames. Seriously, I have nine of these in various spots in our house and am contemplating a few more. I have Rustic Brown and White but they also come in Walnut and Natural. They’re beautiful. If you don’t want to spend Pottery Barn money but appreciate the Pottery Barn gallery frame look, these are what you’re looking for.

Jennifer Zeuner hoops

In my blog about purging our home and prioritizing simplicity, I talked about paring down my jewelry collection and essentially starting over, slowly rebuilding with timeless pieces. These Jennifer Zeuner 2-inch gold hoops were my first post-purge purchase and I couldn’t be happier with them. They’re big enough to be eye-catching but so lightweight and versatile — they pair perfectly with a casual outfit just as much as a dressy one and the cost per wear makes these more than worth it.

GreenPan set

After lottttts of research on non-toxic, non-stick cookware, we finally ditched our old, scratched up pots and pans this past year and replaced everything with this GreenPan stainless steel set. The sizes are perfect, they’re durable but not too heavy, and cleaning them is a breeze. Money well spent, for sure.

$15 sunglasses

Last but not least, these $15 Amazon aviators had to make the list. I’ve been so impressed with these! They come in several colors.

It’s been refreshing this year to approach purchases with intention - if that means researching, I research until I’m sure. If that means waiting, I’ll wait - because at least I’m not settling or adding things to my home that won’t be staying for the long haul. Hoping to do more of the same in 2023!

Living with Less and Prioritizing Simplicity in Our Home

It’s been a big year around here! As we’re approaching the boys’ first birthday, I’ve been thinking about how we’ve adapted to life with 3 under 3 - shifts we’ve had to make in our routines, our perspectives and our home.

One recurrent theme from this year has been SIMPLIFYING - born out of necessity but then very much an intentional shift. Three littles comes with a LOT of stimulation all day long and requires so incredibly much of my energy, both mental and physical. I could not afford, time-wise or mental health-wise, to also be stressed out by clutter and disorganization in our home, and I’ve really done an overhaul on not just the things we own, but the way I view them.

The goal has never been minimalism. I don’t desire to live with as little as possible. I do desire to only have things in our home that I love and that serve a purpose though, and I’m keenly aware now that every single thing that makes its way into our home 1) is the product of a decision and 2) requires ongoing mental energy. Maintaining it, cleaning it, storing it, inventory - the more you have, the more that effort multiplies.

Mental Prep Work Before Starting to Simplify

Probably important to mention that by nature, I don’t have sentimental attachment to very many things - maybe to a fault. I’ve always been pretty minimal too when it comes to products (makeup/skin/hair etc.) - I know what I like and I stick to it. I don’t have workwear for an office job. And I’ve never been into holiday decorating - outside of our Christmas tree and stockings, our home decor doesn’t change from season to season. These factors alone helped give me a head start on downsizing.

So let me preface all of this with the classic - “you do you.” Let your home reflect your life and the things you love. This is what has worked for us and the methods I’ve personally used to bring more peace, calm, and TIME back to my life in the midst of a very chaotic season. A lot of it probably sounds harsh or extreme, and it is! I had to do some major perspective shifts to get the ball rolling and let go of certain things, literally and figuratively. These were the big ones:

  • Certain things serve a purpose for a season. We get to decide when that season is over.

  • Not seeing things as what you paid for them. It can be hard to look at something and not see dollar signs, but sometimes you just have to chalk it up to paying for a lesson learned.

  • Is it a likely what if? Or an unlikely what if. If keeping something hinges on a what-if, assess the probability. Is the risk really worth the keep?

  • Letting go of guilt and feelings of obligation. Once an item enters your home and your possession - you and you alone are in charge of what happens to it.

  • Self respect. Say it with me: “I owe myself the respect of not settling.” Things you wear, use, give your energy to… if you look at something and feel hesitation, there’s a reason. And you don’t have to justify that reason to anyone else.

Live Simply by Annie has really insightful, helpful tips (and tough love/hard truths) for working through these things, getting over the hump and letting go of the fear, obligation, and guilt we associate with certain belongings. It’s an ongoing process for me and she’s been a great resource!

Focus Areas for Simplifying Our Home

EXPIRED. Anything expired = gone immediately. Food, medicine, beauty products, cleaning products. The easiest places to start! 

EXTRAS. What are all these extras actually for? What purpose are they serving? 

-Extra towels (not designated guest towels, but extra towels in general). Why? I have one set of favorite towels and a few other sets that sat in the cabinet for 7 years. I held onto them because I thought, “We registered for these. They’re nice. We might use them someday.” Except we really haven’t. I’d always just rather have my favorite set out. If you wash/dry your towels and hang them right back up, what are the extras for? Goes for sheets too.

Everyday use. Fancy. Guest. Fancy Guest. Uhhh - eleven?!

-Dish towels. Hand towels. Beach towels. Kids’ towels. Washcloths. All. the. towels. Keep the ones you really love. Save a few old ones for big spills and messes. Let go of the rest.

-Tote bags. Travel bags. All the bags. Pare it down. 

-Kitchen stuff. Duplicates, damaged, dingy… get rid of or replace.

-Extra cups. Water bottles. Yetis. Mugs. Koozies. Sippy cups. Kid plates. Toddler utensils. Bibs. Oven mitts. It was out of control, and we reach for the same ones over and over anyway. I edited these things ruthlessly. 

-Extras in the junk drawer. You know.

-Manuals. If you’ve ever had an issue with something, do you really go find the manual? Or do you consult Google or YouTube?

VISUAL CLUTTER

We’re working with about 1600 square feet for 5 people and a big dog, and as a mostly-stay-at-home mom, I spend a LOT of time in this house. In order for it not to feel cramped or for me not to go stir crazy, I’ve learned to appreciate decorating with WAYYY less and reducing the visual clutter on walls, shelves, tabletops, etc. We don’t have a lot of trinkets out or little things displayed - less to look at means less to think about + less to keep clean and right now, that’s where I want to be.

One thing I’ve reminded myself over the years as we’ve lived in and decorated a few homes is that not every wall or surface needs something. Don’t settle and buy something just to fill the space. Wait for something you truly love, or decide that it’s fine without anything at all.

TIP — I think a big contributing factor when there’s a cluttered feeling with decor is the scale. It’s hard to go too big. It’s easy to go too small, and then feel like you need more to visually fill the space - whether that’s on a wall, shelf, or table. Art and framed photos, especially. I’ve trained my brain to think “less, but bigger.”

TOY ROTATION

We started a toy rotation system last fall to keep the living room toy situation manageable since we don’t have a playroom. Three baskets total downstairs - Steele’s toys and books on the stair landing (behind the baby gate so brothers stay out of her stuff) and the boys’ toys by the sofa. The rest of their toys stay out of sight, out of mind in clear storage drawers in their closet upstairs, and I rotate things every couple of weeks. It’s a win all the way around! More focused play, less decision overload, easy clean up. Plus when I rotate different toys and books in, they get excited about them all over again. I try to limit things with lots of pieces to a few at a time downstairs, and we pick up once before nap time, once before bed. It’s worth it to me to spend a few minutes a few times a day to have a more peaceful space, and it makes the end of the day pickup more manageable.

WARDROBE

We’ve all done the closet clean out that feels productive for a while, but then you’re still finding shirts you bought in college and jeans you wore 2 pregnancies ago you just can’t seem to part with. I was determined this time to not just make a dent, but pare things down to the point of almost starting over — focusing on quality over quantity and rebuilding a wardrobe that really feels like ME. 32-year-old me, not 25-year-old me.

If I wasn’t sure about something, I physically tried it on and asked myself Does this make me feel confident? If I was shopping right now, today, would I buy this? If the answer to either was no, it was gone. No exceptions. That didn’t leave me with a whole lot - truly, anything I felt meh about, I got rid of. But what’s in there now are all things I truly love wearing. I can see what pieces I could really use now and take my time finding/investing in those things, and put together new outfits with versatile pieces in the meantime. I’ve also learned to be ok with being a repeater and I’ve embraced the idea of having a “signature style.” I know what I feel best in and what looks best on me — colors and styles — and I don’t feel the need to stray too far from that.

The extent of my hanging clothes on a 5 foot raCk. Jeans below and A 24-pair shoe organizer With room to spare, a 4-drawer Bin for swimsuits, hats, shorts, and workout clothes — socks, underwear, pajamas and t-shirts are in our shared dresser.

The extent of my jewelry, aside from my wedding rings, Aggie ring and the dainty gold jewelry I Wear every day.

As for jewelry - again, a ruthless edit. If it’s not something I’d pass down to my daughter or something truly timeless and classic that I reach for on a regular basis, time to go. Even if it was expensive. I got rid of probably 90% of my jewelry, packed certain things away to save for Steele, and invested in a couple things I’d had my eye on for a long time that I now wear day in and day out. 

For anything in my closet or dresser, I asked myself - do I feel any hesitation here? Why? Not in style, not MY style, uncomfortable, doesn’t fit quite right, worn out, tarnished, dingy… if any of those are true, I need to have the self respect to not wear something I don’t feel good in anymore. 

The other side of simplifying

Throughout this process, I’ve gotten more and more honest with myself. If I made a mistake and shouldn’t have bought something when I did - live and learn. Move on from it. Doesn’t mean I need to keep it. Loved it then but don’t love it as much now? It served me for a season and it’s ok for that season to be over. Never really loved it? Not worth your mental energy to hang onto, and now you know better. Over time, the simplifying process started to snowball into other areas - digital spaces (culling/deleting emails and iPhone photos daily, digital photo organization + regular backups, social media follow purge, etc.), our paper filing system, our pantry, our drop zone by the door - less, less, less.

For me, the greatest tradeoff is the headspace and mental capacity I have now to focus on more important things. To buy things with intention and patience and to be EXCITED about what’s in our home. To spend way less time picking up and organizing. To be able to breathe deeply and feel happy when I open my closet or walk into the living room every morning.

The size of our house used to stress me out - when we first found out we were expecting twins, I was overwhelmed thinking about the STUFF that would come with 2 more kids and worrying how we were all going to fit. How would our home not feel cramped 24/7? But after a year of taking intentional steps to simplify, I don’t feel like that any more. We have less in this house now than we did before our boys came along. Our home brings me joy. It’s a place I enjoy spending our days and I really don’t want to leave it anytime soon.

One year into some big changes and it feels GOOD. If you’re feeling stuck when it comes to living with less, decorating with less, or simplifying - message me! This is something I’m really passionate about and I’m always happy to chat.

Bullard Boys | Newborn Photos

The Bullard boys are HOME! Hayes McCall and Harrison Shepler (Shep) joined us September 3, 2021, at 9:25 and 9:26 in the morning, weighing 5lbs 9oz and 4lbs 11oz. Both boys needed a little help maintaining their body temps, taking full feeds without wearing themselves out, and making sure they were breathing steady without any apnea episodes. Our two-week NICU stay wasn’t fun (especially with a one-hour commute to the hospital) but they’re home at last and we’re living in a state of exhausted bliss, still not quite believing these three kiddos are ours. Big sister has had a little bit of a tough time adjusting and doesn’t love when mom and dad are holding the boys and don’t have any free hands left for her, but when either of her brothers cry she’s sure to let us know. I think she’ll warm up to them before long.

I was trying to remember if I ever even blogged Steele’s newborn photos and discovered I blogged a few of them here, along with our picks for must-have baby items. So far, this list still holds true with twins, too!

Without further ado, here are our boys and their sweet big sister. How lucky are we to call them ours.

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