File Folders and a crate or file cabinet
For some reason having these 2 systems seems to work for me. Next year when I have to do set probes on a set schedule, I will use the binder system for everything. From my experience, the items kept in the binder tend to be sequential and are ready to go for meetings.
All you need to do is gather the work/documents you have now and file it into one of these systems. This project isn't as visually pleasing as the first one, but the next time you have a meeting about a child you will feel the benefits of this!