7 tips for organizing paper
7 tips for organizing paper
It is very easy to get piles of paper overtime. Here are 7 tips to organize papers.
Decide how much paper you want to digitize
Before you start to sort through your paper or decide your filing system you need to decide the extent to which you want to use paper and digital files.
Whenever possible, it can be good to digitize files and many bills can be sent electronically. But the decision to digitize or not is about how comfortable you feel about having key papers digitized versus having a paper system.
Really it is what suits you. I have a mixed system. Mostly my bills are sent electronically. But I also have a folder where I keep at least one bill so I can quickly find an account reference if I need to ring a supplier (especially if things like the power or internet are off).
2. Decide your paper storage system
Normally with decluttering the idea is to declutter and then find an organizing system. However, I find with paper the opposite is true - it is best to work out what system you plan to use.
The key choice for a system is about how much paper you need to keep. There are some things that you need to keep, such as:
material for tax purposes
legal documents such as wills, marriage certificates
property records such as property deed
receipts for high-cost items and warranties (unless there is an online receipt)
official documents for any joining services that are not electronic.
Options for storing paper include:
Upright folders: I use to struggle with organizing my household paper until I tried using a folder. I found the natural limit of the folder helped me keep the quantity of paper I filed to a minimum and I could quickly find papers.
Folders can be a great way to store limited amounts of paperwork that must be kept.
Concertina file: These are files that have pockets for putting various categories of paper. They can be good because things can be quickly placed in a pocket. But like all systems, if they are not regularly reviewed, these files can bulge with paper.
Filing Cabinet: Filing Cabinets can be good where there is a lot of paper that needs to be filed. Also, some filing Cabinets are lockable and fireproof which means they keep papers safe. However, a risk with filing Cabinets is that lots of paper is filed in them that does not need to be simply because there is the space.
Digital storage: this system is where most things are digitally stored. It may mean scanning in paperwork that arrives by mail.
When thinking about your storage, think about where you might be able to reduce your existing piles of paper as well. For example, I used to keep recipes from magazines but then I realized I didn’t ever refer to them. Are you collecting paper that is out of habit but which you don’t use?
3. Create some categories for filing
Before starting to sort your paper decide whether you want a detailed filing system, with lots of categories, or a broad system with overarching categories.
The advantage of a detailed system is that you can quickly find something but it does take more time to file things away. The advantage of a broad system is that things can be quickly put away but it may take more time to find things when needed.
4.Sort your papers
There is no way around it - if you have piles of paper you need to sort through them.
My advice would be to start small - grab a small pile of papers and sort them into your categories. Doing the ‘Marie Kondo’ pull anything out method for those with a lot of paper could be a recipe to overwhelm -especially if you have a lot of papers. Also, if you run out of time you will be left with piles of paper.
If you have set aside a good amount of time to go through your papers, you can always grab further bundles of paper if you have more time.
Throw out as much paper as you can as you go. Perhaps have a pile to papers that need to be confidentially disposed of (e.g. through shredding).
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5. File your papers
If possible while you are sorting out your papers you could file them in your system. Otherwise after sorting your papers, or a particular pile, file them in your system.
Sometimes as we go through piles of paper we need to adjust our categories. It can be an iterative process.
6. Decide how you are going to handle paper going forward
Once you get your papers filed, decide how you are going to handle paperwork in the future. Some tips include:
throwing out any mail that is not necessary when it arrives. If there is something you regularly get but you do not want, cancel your subscription or contact the sender to stop sending it
have a place where mail or paper that has not been actioned go
have a place where paper to be filed goes
get into a habit of filing as you go.
7. Regularly deal with your paper filing
Whether you do an admin time each week or every month or quarter, mark in your schedule a time for filing your paper work and a yearly time to go through your filing system.
It is hard to deal with paper if it is left to build up. Regularly file and get rid of paper.
Consistency is key
Organizing paper requires systems that will work for your style and then consistent use of those systems. Sometimes finding the right system for you is trial and error.
