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Tips and Tricks (Ideas and Techniques)
This page presents a number of tips and ideas that you can use to get the most out of the RecordsKeeper's full capability.
(Send along your own innovative ideas so they can be shared with others)
1. Catalog everything in your wallet or purse
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Go through every item in your wallet or purse. Throw away things you no longer need. Catalog everything that you decide to keep in the RecordsKeeper.
- Scan the front and back of each item and store them as attachments
- Include phone numbers and web-site addresses for as many items as possible
- Capture contact names, phone numbers and instructions for cancelling an item in the event of loss or theft
- Create a wallet/purse location record and associate all of the records to it |
2. Find electronic user manuals
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Search the web for electronic versions of any user and reference manuals for your computers, software, audio and visual equipment, appliances, automobiles and light machinery such as lawn mowers and saws. Most manufacturers now make their user manuals available electronically, usually in a format known as PDF (Portable Document Format) - a format for which you can obtain a free viewer from Adobe software. Download Adobe Reader
- Store the electronic versions in a folder on your computer and link to them from the RecordsKeeper or store them as attachments and view them within the RecordsKeeper
- You will never have to worry about where you last placed or left a manual that you may need some day |
3. Make copies of important documents
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Identify and retrieve all of your critical documents, such as wills, powers of attorney, birth, marriage and death certificates, mortgages, contracts, leases, certificates and awards, etc.
- Make photocopies or scan images of the shorter ones and of key pages (title, synopses, signatures, etc.) of the longer ones
- Describe them, their whereabouts and purpose, and link to or store the electronic images in the RecordsKeeper so you can easily refer to them and prove their existence if that is ever required |
4. Set up a will addendum
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Use the RecordsKeeper to describe and catalogue any items that may not be included in your current last will and testment. Set up one or more locations with the names of people whom you want to leave the items with or to at some point in time.
- Print a report(s) of these items and leave it with someone (a sibling or estate executor) so that they are aware of your wishes
- Have peace of mind knowing that your treasured objects will go where you want them to |
5. Apply a value test to all of your possessions
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Locate and identify all of your possessions and apply the following value questions to each to help determine whether or not it is worth cataloguing in the RecordsKeeper.
Does this item have:
- monetary value? - historical value? - sentimental value?
- evidentiary value? - future value? - functional value?
If you answer yes to any, it is likely a candidate for inclusion in the RecordsKeeper |
6. Use photos and videos to help describe your possessions
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A picture says a thousand words, so use pictures to help describe your possessions when cataloguing them with the RecordsKeeper. With today's easy-to-use digital cameras, it is quite simple to photograph an item, load it into your computer, and then attach it to a record within the RecordsKeeper.
Images also help with insurance claims. |
7. Use the RecordsKeeper as a secondary desktop
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If you often browse the web, or if you have a lot of programs and/or folders that you regulary open, keep a record of web page addresses, program locations and file or folder locations along with a brief description, login ID and any passwords required for each:
- double click the address to open the page, program, folder or file
- right click an ID and/or password then copy and paste it where you need it
- group your web pages, programs and folders any way you like
- leave the RecordsKeeper open and access these items directly from it rather than from icons on your desktop |
8. Manage your software
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If you use a lot of different software, capture all of the information available about it when you first acquire and install it, then keep it current when and if you make changes, such as updating it or changing user options.
- name, publisher, serial number, password, license number, support contacts, user manuals, the location of download and install folders, and web pages for help, information, manuals, program updates and user forums
- keep a record of any parameters or options that you may have established along with your rationale for choosing the option | 9. Manage your health
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You can better manage what you measure
- track your weight, body mass index, jogging distances and any other health measures
- keep detailed records of medicatons and vitamins you take
- make notes of all of your past, current and emerging medical conditions, even those incurred by other members of your family
These types of records will prove invaluable in helping you manage visits with your doctor, with insurance companies and while travelling in the event of an emergency.
Without your health, there is not much else. | 10. Catalog all your possessions
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It is not always a good idea to wait for a disaster to help you understand why you should have a good inventory of everything you own. If you use a computerized home inventory system, keep it up to date and refer to it with the RecordsKeeper. But if you don't, you can use the RecordsKeeper to help you establish one.
- Go through each room and area of your home(s) and record everything.
- Describe each in as much detail as possible, and don't forget to use photos.
You will rest easier and have an easier time dealing with your insurance company in the event of breakage, loss or a disaster of some sort. |
11. Use the sample data
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You can get started a lot quicker with the RecordsKeeper if you review the sample data that has been created for you. If you see sample data that is similar to what you might want to record, simply copy the tabset names, the tab names, the data field names and even the data into your own user space and then make any changes to suit your needs.
The sample data space has been populated with many standard things that people should keep records of. Maybe it has some frivolous things there too, but perhaps even those will give you ideas. The possibilities really are endless if you use your imagination. |
12. Do you know where all your keys are?
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Most of us have several sets of keys: house keys, car keys, locker keys, room keys, vault keys, trunk and suitcase keys, office keys, garage keys and so on. Most key sets have several copies. Sometimes we give copies to relatives or neighbours. Sometimes we hide them so there is an extra if one gets lost.
Do you remember how many you had made? Where they all are? Who may still have one? What the code is for getting replacements made? How to get a replacement made?
Well, the RecordsKeeper can help you remember and keep track of all those things. |
13. Keep a record of your 'the RecordsKeeper' data
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Ensure your RecordsKeeper data file is backed up regularly. Keep a copy off-site, or at a backup web site where it can be retrieved.
- Print reports of important information.
- Ensure someone knows of the whereabouts of the reports.
- Keep reports with important information in a safety deposit box so that they will never get lost. |
14. Do you know what all of your electrical circuits control?
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Test every single electrical outlet, receptacle, set of lights, appliance inside and outside the home to determine what circuit it is controlled by.
- Record the information in the RecordsKeeper.
- Assign each to a location.
- Print reports by circuit and by location.
- Keep a copy of the reports by the circuit breaker box.
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15. Had a good or a bad experience with a service technician?
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Because we do not need the services of a technician or a handyperson that often, we sometimes forget both the experience and the person. Whether your experience was a good or a bad one, keep a record of it so that you can hopefully use (or avoid) the same person again.
- Record the technicians name, company and address in the RecordsKeeper.
- Store an image of his or her business card.
- Record some detail about the type of service performed.
- Rate the service and the technician.
- Indicate whether or not you would use the technician again in the future. |
16. Do you collect things?
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If you have a collection of things, no matter what type, it is likely that the RecordsKeeper can be used to help you catalog all of the items in your collection. Be it antiques, art, books, ceramics, glass, coins, gems, maps, notes, stamps, videos, CD's, DVD's, photos, autos, tools, golf balls, shoes, memorabilia or whatever, the 30 data fields available will allow you to capture whatever information you require about each item. For ideas about the types of fields you might need for a specific collection, click here.
- Create a record for each item.
- Capture as much information as you have available for each item.
- Use photos and scanned images of authentication documents or published catalog pages. |
17. Don't want to serve the same meal or wine twice to the same guests?
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If you are the type of person who doesn't like to serve the same meal or pour the same wine more than once to the same guests, use the RecordsKeeper to help you remember the date, the guests, the menu and perhaps, the wines.
You can even use the RecordsKeeper to keep track of the recipes you may have used and details of the wines you served, such as the name and vintage. |
18. Remember what outfit you wore to that special event? Do you have favorite outfits?
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If you tend to forget what you wore to an outing and are the type of person who doesn't like to wear the same thing too often when the same people are present, use the RecordsKeeper to:
- keep a record of the event, the guests and what outfit you wore
If you have worn outfits that have proven to be a hit, or if you have favorite mix and match outfits, use the RecordsKeeper to:
- identify the components and the accessories, such as belts, shoes, jewelry and handbags
- specify the type of event the outfit is most appropriate for
- keep a record of when and where you wore the outfit
Use photographs to help you with the look. | 19. Do you have favorite things or places?
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All of us have favorite things (vacations, tours, visits, activities, etc.) we have done, and perhaps would like to do again some day. All of us have favorite places (restaurants, clubs, ski areas, museums, art galleries, towns, markets, etc.) we have been to, want to tell others about, or would like to visit again some day.
Use the RecordsKeeper to help you remember all these places and things:
- create a record for each one
- capture details about where it is, why you might want to go there or do something again
- capture details about what you didn't like and what to avoid
- use photos to help you recall things | 20. Do you remember what gifts you have given to people in past years?
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Many of us are gift givers. We give gifts on special occasions, anniversaries and sometimes just because we like someone. We also give gifts to organizations, such as charitable and altruistic foundations. It is easy to forget what gifts we gave in the past and even who they were given to.
Use the RecordsKeeper to help you remember all these things:
- create a record for each gift you give or who you give gifts to
- capture details about who it was for, what it was for, what it was, and what it was worth
- capture details about whether the gift seemed to be appreciated or not, and if it was acknowledged
- capture future gift ideas when they pop into your head so that you can refer to them in the future |
If you have an idea or have found an innovative way of using the RecordsKeeper,
let us know and will we include it in the list to help others.
Home Inventory, Cataloging, Record Keeping and Personal Information Management Software for your PC
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