Are you feeling overwhelmed when it comes to decluttering paperwork and digital files? Well then, today is your lucky day! In my blog, “Decluttering Paperwork and Digital Files for Dummies”, I will answer a series of questions to provide you with bite size tips and chewable actions you can to take to get your paperwork and digital files decluttered and organized. By taking these simple actions, your mind will have more room to be creative and productive rather than cluttered and stuck. Here we go!
1. What are some of my favorite ways to go through paperwork and decide what to keep/toss?
A. Before I begin any sort of project, I start by saying the serenity prayer: “God, grant me the serenity to accept the things I cannot change, the courage to change the things I can, and the wisdom to know the difference. Your will, not mine, be done.” This always grounds me in the task at hand and keeps me clear with what papers I need to keep and which ones I can toss.
B. Then, I prepare for the paper project. I set up my space with a few garbage bags, a few organizing folders, a black sharpie and my portable file cabinet near me.
C. Next, I collect any mail from around the house, any loose papers that are visible and grab my portable file cabinet and start going through one item at a time. I have a paper shredder at hand as well for any paperwork I choose to toss that may have my personal information on it.
D. I start by going through loose papers and bills. I ONLY keep the paperwork I need to prepare for my taxes for the upcoming year and that’s personal to me. For example, business receipts, personal receipts, health related paperwork, important personal documents that I want to hold onto. As for any newspapers and magazines I have already read, any junk mail or flyers that arrive in the mail, I immediately toss those items. Any bills that have come in that I need to pay; those go in a specific place on my desk for time sensitive bills and documents to take care of.
E. After I toss out what I don’t need, I gather all the paperwork I’ve chosen to hold onto and then I start to file it away in specific file folders I already have in my file cabinets. For any personal receipts, I organize those in my portable 13 pocket mini expanding receipt folder. Any business receipts or medical bills etc, I organize those in my portable file cabinets. It’s a very organized way for me to stay clear and calm around paperwork.
2. What are some tips on helping you “go digital" to start accumulating less paperwork?
So now let’s talk digital! I have found that while I have a very organized system for my physical paperwork, it’s been a game changer to take the time to set myself up on the digital platform as well. Of course, you can simply start from where you are; you do not have to get overwhelmed by the idea of having to transfer all your past paperwork into the digital world. Just start from exactly where you are. It’s a gentler and more realistic project to take on for yourself.
A. What are a few of the best ways to do this?
1. Set one hour aside, once a week, and begin going through all your bills first. Let me ask you this, “What bills, if any, have you already set up for online payments? Which ones do you need to set up?” Ok, great, start there. Gather all the paper bills you have and create online accounts for each one. You can set up automatic or manual payments. I personally choose manual payments for certain payments, like my car, gas and electric and phone bill in particular; but that’s just me. Do what feels right for you.
2. Once you have gotten through setting up all your online accounts, be sure you are then choosing to go paperless on each of those sites. That’s how you will lessen the mail coming in to some extent. And the less paperwork coming into your home that you don’t need, the better!
3. As for where you can start to create a secure online file system; I recommend dropbox.com. It has been a game changer for me. I fought it for a long time until my computer died and I had to figure out a way to get myself securely organized and not worry about my computer problems ever again.
Since this is no small project, the best way to begin the process - creating an online system with Dropbox - is to do it in chunks; setting aside one hour a week to work on the system. Start by creating simple folders like: “My Stuff”, “My Monthly Bills”, “My Memories”, “My Music Projects”, “My Business Platform”, etc. Then you can go on your computer and start cleaning up the files there by moving them into your new file home on Dropbox. Just pick a file on the computer and find a folder you created on Dropbox that fits that category.
As you create your own system that works for you, it will give you the calm, clarity and ease you will need to then move forward through your life in a more mindful way. Clarity is your sanity! I know what a great feeling it is to know where everything is on my Dropbox. It’s as rewarding as cleaning out my closet, sorting through my stuff, getting rid of what I don’t need and then re-organizing it so I can simply open up my closet and know exactly where everything is.
3. Is there ever a reason to keep certain physical copies of paperwork? When?
While I love Dropbox, I do find it necessary to hold onto physical copies of personal, health related and financial documents. Ask yourself this question, “What are the most important things I need to prove who I am, what I do and what I’m worth?” Those papers that can answer those questions; keep physical copies of those. Remember, at any point, something can go down; a system can fail. So I like to play it smart, just in case.
4. How can you organize the paperwork you intend to keep? What are some tips for doing this? What organizational tools could help?
As I mentioned earlier, once you have gone through your paperwork and have chosen what to keep, you will want to create a system to keep it organized. First though, you’ll want to buy the following. All the items I am about to suggest can be found on Amazon. For your monthly business receipts, you can buy a portable 13 pocket mini expanding receipt folders for about $10. You could also use one of those for your personal receipts as well; if you save them like I do.
For other paperwork and important files you have saved, you could buy a portable 24 pocket expanding file folder organizer for $10 to $20. If you need something a little bigger, I would suggest getting a heavy- duty plastic file box with hanging rails which will cost about $25. If you need something even bigger, I would suggest buying a metal file cabinet with two drawers for $40 - $70. Make sure you buy manila file folders for the file cabinets as well. Those are about $10 to $15.
Once you have bought your 13 pocket receipt organizer and a file cabinet of your choice, separate each document by type. You could do it in chronological or alphabetical order when labeling your folders. Begin to take each piece of paper and place it in its proper filing space. I personally like to use a sharpie and name each file folder. But you could choose to color-code your filing system too. It’s your system so create one that excites you!
5. How can you discard unwanted paperwork? Is a shredder really necessary? Should you consider recycling it?
As I mentioned earlier, any paperwork that has any personal information I don’t want out there; my ss#, banking information, I shred. You can get a shredder for under $40 on Amazon. All other paperwork you can recycle.
6. What's my best advice for those of you who are looking to cut down on the amount of paperwork you receive?
The best way to cut down on the amount of paperwork you receive is by not giving out your personal information to stores and companies who ask for it to be on their mailing list. Also, you could set aside 20 minutes a day for an email clean up session where you go through your emails once a day - you choose which time works best for you - and unsubscribe to emails you forgot you signed up for as well as to any other spam.
7. How does mail play into all this? What are some tips for keeping paper mail organized and minimal?
The best suggestion for keeping mail organized and to a minimum it is to get rid of it right away. Most of the mail you receive daily is junk mail or people asking you for donations. Make it a habit of walking to your mailbox daily and immediately looking at the mail right there; sorting through what is junk and what is needed. When you get back into the house, toss the junk mail in the trash and place the important mail in a specific area that you designate for important mail to look at.
8. What are my final bits of advice for anyone looking to declutter their paperwork collection?
To end with, be gentle with yourself. Habits take a long time to form. And they take just as long to break. Creating new healthier habits takes time. So, be sure to create a calm space for yourself before starting any of these tasks. They can seem overwhelming. That is why in the very beginning of this article I talked about how my favorite way to go through paperwork is to always start off with the Serenity Prayer. It always grounds me in the task at hand and keeps me clear with what papers I need to keep and which ones I can toss. I hope this was helpful and I wish you the best on your keep / toss adventures ahead.
If you need any further assistance in decluttering and organizing your paperwork, files, office or spaces in your home, Contact Me and let's set up a COMPLIMENTARY consultation.
I am a declutterer of one’s mind and home. I get families, individuals and 55 + community out of overwhelm and into action to create calm, clarity and ease in their lives. Research has shown that your mind and physical space are deeply interconnected and greatly affect your sense of self, success, and serenity. I can help you make lasting changes - you choose where you need the support.
Where are you stuck? Is your mind full of clutter and chaos? No problem, I will take you through my life-changing 4 step process: “From Breakdown to Breakthrough.”
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“From breakdown to breakthrough, I’ll guide you.” JV The Coach