Despite the fact that we do live in a digital world, paper clutter still exists and man-oh-man is this a stressful monster to deal with. Much of our paperwork is still “necessary” and can be overwhelming. This week, we will focus on purging and organizing the chaos that is our paper life.
Mail:
This is the consistent clutter train. If you don’t need it, shred it. Any document with your name and address on it should be shredded for security purposes. This includes that crappy junk mail. Identity theft is way too easy these days so protect yourself as best as you can.
Many companies allow customers to enroll in paperless options, delivering communications via email instead of traditional mail. This can be very helpful when trying to manage incoming mail.
Recycle magazines when you are done reading them. Better yet, subscribe to the digital version of your favorite titles.
The filing cabinet:
I typically declutter my filing cabinet once a year around tax season. This makes sense to me because I’m already digging out the documents I need to complete my taxes. Keeping up on this annual makes it quick and easy.
Like most organizing, I believe that filing systems are personal and there really isn’t a one-size-fits-all approach. Some of us have massive amounts of paperwork that we are required to keep and others could fit all of their paperwork into a single drawer, comfortably. Do what works best for you and your family!
Here’s what my filing system looks like:
- To be filed – the first file in my cabinet. I keep this front and center for any pieces of paperwork I don’t have time to organize but really want to get off my counter or desk. This is probably my most controversial file because if you aren’t careful, things can get out of hand.
- Personal – one file for each member of the family. In this file, I keep birth records and other miscellaneous pieces that do not fit the other categories.
- Health – one file for each member of the family. In this file, I keep health and shot records and previously paid medical bills.
- Work – one for me and one for my partner. In this file, I keep important work-related information, awards and achievements, and work evaluations.
- Retirement – Here is where I keep our retirement-related paperwork.
- Education – one file for each member of the family. I keep diplomas, I do not keep kids’ school work (worksheets, art projects) in my filing cabinet. More on this later!
- Financial – one file for each member of the family. Most of our bank statements are electronic but I still have paperwork associated with bank accounts and other types of financial accounts.
- Home – one for each of the houses we own/owned. This includes mortgage-related documents and DVC.
- Automobile – one for each vehicle we own. In this file, I keep registration fees, loan paperwork, vehicle title, oil change records, and other related documents. I also have a file for our RV.
- Tax files – one for each year for the past ten years. I know that most people will tell you that the IRS can only go back six years but it’s not true. On the IRS’s website, it says, “We usually don’t go back more than the last six years.” I researched it a bit and found that they can go back at least ten years but if they omit certain forms, they can go back infinite years. I personally feel comfortable with the ten-year rule for keeping tax documents. Do what makes you feel comfortable.
Some of these items could be stored digitally but I prefer to keep paper-based copies for now. Check out my post on filing cabinet organization for more inspiration.
Children’s Schoolwork:
This will be a tough one for most of us. If this isn’t something you want to tackle early on in the decluttering process, feel free to save it for week 11 when we take on sentimental items. I remember when my mom passed away and I inherited a ginormous tote of schoolwork I never even knew she’d kept. I recycled most of it and kept a few pieces that I felt were valuable. The math sheet I completed in second grade held little sentimental value, and not just because I detest math (because I’m really bad at it). I tell you this to make you feel a little better about recycling some of the pieces your child(ren) brings home. My suggestion is that you take pictures of some of it and create a photo book. It will be easier to view and easier to keep. For those of you violently shaking your head, try your best to go through each and every piece and ask yourself if you (or your child) will find value in ten or even twenty years.
There are a few options for storing your child’s schoolwork. If you don’t want to convert it to a digital space, you can create memory books (binders and plastic sleeves) or organize them into the Pinterest-popular memory tote.
Birthday Cards:
Call me crazy but I recycle Christmas cards in January. This may seem terrible to some but I assume people do this with my family Christmas card as well and I’m okay with it. I used to keep EVERY birthday card but like Christmas cards, I recycle a majority of them. I do keep a select few for sentimental reasons. Like schoolwork, I recommend taking pictures and including them in family yearbooks or storing them virtually. Again, if this isn’t something you want to take on right now, save it for week 11.
Miscellaneous Paper Piles
If you’re like me, you have some random piles of paper scattered around your house just waiting for you to organize them. Now is the time to address the mounds of madness. Purge what you don’t need and find a home for the papers you plan to keep.
Conclusion
Finding a good paper-organization strategy and routine will help you keep paper clutter under control. Purge what you don’t need and consider converting some of your paper pieces into digital files. This will help you manage the amount of paper clutter you are dealing with in the future. Find easy systems that will allow you to keep up with the clutter. For more information on how to organize your paperwork, check out this post. Paper clutter is one of the most challenging categories so be sure to purge and sort it regularly.