How do you organize your documents?

Discussion in 'Questions From New Drivers' started by crazyk, Nov 19, 2014.

  1. crazyk

    crazyk Light Load Member

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    Sep 6, 2014
    Northern MN
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    I'm getting ready to start in trucking in January and have always been an abstract random dude. To keep me from beating myself I want to have an organized filing system so I don't scramble for paperwork or receipts. What documents to you need to have on and what system do you have to avoid wasting time looking for stuff?

    My thought was a binder with tabs, sheet protectors, and 3 hole punch vinyl zipper pouches

    Example:

    Binder 1:
    Tab A. Pencils/pens in a vinyl zipper pouch
    Tab B. Current BOL from the shipper
    Tab C. Log Book in a zipper pouch (backup for E-logs)
    Tab D. Load assignment notes (saw this on http://www.truck-drivers-money-saving-tips.com/record-keeping.html). Don't know if it's needed or not but looked organized.
    Tab E. DOT Medical Card (in vinyl zipper pouch)
    Tab F. Receipts for reimbursement from company
    Tab G. Receipts for taxes
    Tab H. Folders for sending in Transflo/Trip Pack

    Binder 2: State level stuff:
    Maps and shipper/receiver notes by state

    What am I missing for paperwork and what systems do you use to keep rolling and avoid wasting time/money?
     
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  2. pattyj

    pattyj Road Train Member

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    Throw everything on the dash,now it's organized.I never would,a cluttered dash drives me crazy same with cluttered desk.But I bet that's how some organize their documents,lol.
     
    JohnBoy Thanks this.
  3. blairandgretchen

    blairandgretchen Road Train Member

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    Diary/weekly planner.
    To record days out for tax refund $$$$$
    Also used to enter trip #, locations, paid miles, accessorial pay. Cross reference with pay stubs.
     
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  4. crazyk

    crazyk Light Load Member

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    Sep 6, 2014
    Northern MN
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    Right now I'm the guy with the cluttered desk but I'm reducing a lot of the multiprojects I have to do at a time and figure there's not going to be an excuse to be jacked up!
     
  5. G/MAN

    G/MAN Road Train Member

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    I keep loads together by putting bol, fuel receipts, etc., into an envelope. I use larger envelopes that will accommodate a letter size piece of paper. Record keeping for a company driver is a little different than an owner operator or independent. You might consider getting an expandable file folder so you can put a number of loads in the file. If you don't want to use the envelopes, you could buy some file folders and use a folder for each load. You can buy the envelopes, file folders and expandable file folder at any office supply store.

    If you want to only use paper to keep track, you could get a composition book or a ledger to write all of your load information down and have a separate section for travel expenses. You need to keep track of all your days on the road for tax purposes. Some time ago I used a spreadsheet to keep track of all costs and revenue. Currently, I prefer using software that was written specifically for the trucking industry. If you have a computer the software will help keep thing better organized. The better your record keeping the better at tax time. Make sure you keep a copy of your logs. If your company uses elogs, make sure to keep a hard copy for your records. You will need that for the per diem deduction.

    As a company driver, your company may furnish envelopes for you to use. Some carriers are going paperless. If I worked for another carrier, I would keep a copy of all paperwork for each load. Sometimes, paperwork can get lost.
     
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  6. pattyj

    pattyj Road Train Member

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    Some have an organizer that fits on the back of the passenger seat.I think you can find them at trk stops.Maybe someone can put a picture up.Try to buy all your stuff at Walmart and less at trkstops as they are overpriced.
     
  7. Pool6710

    Pool6710 Medium Load Member

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    I don't know, ask the wife.
     
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  8. GasHauler

    GasHauler Master FMCSA Interpreter

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    The truck stops usually have nice folders and such. I would keep a record of hard paper by date then keep a extensive record on a laptop. I can just imagine the information I'd keep if I was OTR now. I'd keep track of everything professional and personal. Names and addresses of drops along with point of contact. Who's been good and who to stay clear of. I'd have a record of the best places to eat and where to shut down. You can make a book to make your life better on the road. Just be sure you keep your hard record (paper) neat and ready to pull any information. The time you put into this will save you time and money in the long run.
     
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  9. heavyhaulerss

    heavyhaulerss Road Train Member

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    doesn't anybody use the ole shoe box anymore?
     
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  10. G/MAN

    G/MAN Road Train Member

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    I ran out of shoe boxes long ago.:biggrin_25525:
     
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