Creating a system to organize your child's IEP's, assessments, medication history, therapy information, etc. is easy and will save you many headaches in the future.  Here are some suggestions about how to get it done.

• Do a records request

Call the principal at your child's school to request the most recent records.  For previous years you may need to contact the Administration office and fill out a form. Make sure you have copies of all private assessments, medical records, etc. and request copies if you don't have them. 

• Invest in some basic organizers.  Start with a container that works best for you and will accommodate future paperwork.

Depending on the amount of records you have, you might want to choose. colored folders for each school year, binders for each school year, a file box, or a plastic rolling file cart to put everything in.  I recommend starting big so you don't have to change your system in future years.

• Separate the documents by category or year.

I suggest organizing your IEP's by school year.  If your child had evaluations done by the school district, put them together with the IEP from that year.  Make a separate file for private evaluations and assessments.  Keep samples of your child's work, particularly in areas related to their goals.  Also save report cards and progress reports by year.

• Create a medication history file.

If you haven't been tracking changes in your child's medications over the years, now is the time.  Whether you create an excel spread sheet, or just use some notebook paper, having a list of your child's medications is really important.  If you don't have your child's history logged so far, you can get the information a couple of ways.  Ask your doctor for a copy of their log, or you can go to your pharmacy and get a print out of their order history. 

• Create a provider list

Create a document that lists your providers contact information, dates your child began and ended services with them, and the services received.  Make the list in a format that allows future additions.

• Keep all correspondence

A basic rule of advocacy is to create a paper trail of all correspondence.  Whenever you speak to someone on the phone or in person, jot down a few notes about your conversation.  Be sure to date it.  Keep all emails.  Remember: "If it isn't written down, it never happened."

At the end of this process you should have all your important documents organized and easily accessible.  Make a copy when sharing documents with others.  Never give away your originals.