Foolproof Filing System for Foster Dogs

One of my biggest irritants is not finding what I’m looking for. I know you get me! Just this week I spent three times as long getting a project started because I could not find what I needed. So frustrating! With my foster dogs, I may not have time to scrounge around and locate misplaced paperwork – time might be critical. It’s why I designed a foolproof filing system for my foster dogs.

Paper?? Yeah, I know. I like using paper. A creature of habit, I am! I prefer books to electronic devices, prefer writing on paper and receiving paper in the mail. My favorite magazine went digital and I’m in a dither about it.

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“I Don’t Have Any Paperwork On My Foster Dog!”

You should.

Come back to this post. I have some homework for you to do, first.

Get A Copy Of The Rabies Vaccine Certificate

Go. Call your rescue agency’s point of contact. At a minimum, you ask them where you can get a copy of your dog’s rabies certificate. (proof of vaccination) The tag is not enough. I think it’s best you have a record of all the vaccines your foster dog is up to date on, but if rabies vaccinations are required where you live, it’s peace of mind to have that vaccine certificate in a file where you can find it if needed.

Get A Copy Of The CBC/Chemistry Panel

I also prefer to have a copy of my foster dog’s most recent CBC/Chemistry panel. This is the test that is the snapshot into a dog’s current health. All of my foster dogs have had their blood/urine tested.

In the event I’m at the ER with my foster dog in the wee hours, I have medical records to provide.

This has happened to me! I had to take Levi in for exploratory surgery late one night because there was fear he had an obstruction. Because he’s had recent bloodwork done, the rescue didn’t have to pay to have pre-surgery bloodwork done.

The rescue organization should have the originals but you should be able to keep a copy of vaccines and lab results for the duration your foster dog lives with you.

Get Copies Of Any Discharge Summaries or Treatment/Behavior Protocols You Should Be Following

Enough said on that.

Build A File Of Your Foster Dog Paperwork

When time is critical, you want to be able to grab your foster dog’s file and GO!

Here’s how I build my foster dog’s file:

I purchased a desktop style file holder, which allows me to file individual files, one file for each dog. Because I foster so few dogs at a time, I was able to get a smaller folder, but you can find ones that hold 18 or more different sections! These folders have some type of closure making them easy to pick up and take with you at a moment’s notice. They are also super easy to pack if you happen to be traveling, something I do often. Wherever the foster dog goes, so does their paperwork!

For each dog, I use the Pressboard Classification File Folder with Fasteners. I first used these types of files 30 years ago when I worked with kids. You do need a two-hole punch. (Mine has gone missing, so my pages will not have holes in them) But, these files make it easy to separate and organize your paperwork because of all of the dividers and fasteners. Plus, they are quite durable and easily reused. I can put the vaccine history in one section, laboratory results in another section, treatment protocols in the next section, training goals and notes in another section, and so on.

Let’s do this!

You’ll need:

folders with fasteners (see link above)
a hole punch (link above)
pens
adhesive labels if you prefer
your foster dog’s paperwork.

Decide how you want to use your file. My files are working files so I use the front of the file for papers I use daily, weekly, or monthly and I use the back of the file to store important documents that I need to have, but rarely use. For example, the rabies certificate is put in the back of the file, not the front.

Front Section

Here is where I put my daily routine for Sassy- her feeding schedule, medications, supplements, etc.

Underneath this worksheet, I store the worksheet for monthly preventives and medication dispensing.

Across from this is my journal. I do not write stuff down every day, but I do write any important observations I might have, any behaviors, calls to the vet – anything that I think will be important information as I prepare for adoption day.

These are my private notes, I do not share my journal with my adopters. The journal entries help me write my notes to the adopters.

foolproof filing system foster dog files

Center Section

On one side, I record written treatment or behavior protocols I’m following. Heartworm treatment information always goes here.

And yes, there’s another checklist, right on top.

The other side is reserved for any veterinary specialist visits. Many of my foster dogs see specialists, such as an ophthalmologist. Any important information (or records) are filed here.

Back sections

As you can see, I put the vaccine and rabies certificate at the very back. Super quick to access when I need it. I also store the rabies tag here, too – I rarely put the rabies tag on my foster dogs. I prefer to guarantee the tag is available to the adopters on adoption day.

Opposite the vaccine information is documentation on wellness labwork: I happen to have information on Sassy’s fecal exam, her bloodwork/urine tests, and heartworm tests all right here. On the top of of these papers is my checklist! I need a quick reference as to if/when any lab testing needs to be repeated (such as heartworm testing or repeat fecals to make sure the dewormers cleared out all parasites.)

You can also see that I’ve used this folder for a different purpose, and there’s a forgotten label on the tab! Another reason I like this file – you can label the heck out of it! I love these folders for their ease and durability.

EASY PEASY!

If I need to reference any of Sassy’s health or behavioral information, it is right here. If I’m packing the car to travel, All three files are in the folder ready to roll. And heaven forbid I need to rush any of my dogs to the ER, I have their records collected, organized, and ready.

So what are you waiting for! Organize foster dog paperwork with this foolproof filing system!