How to Manage Persistent Paper

In spite of the arrival of the digital age, most people still have to deal with at least some paperwork. This may be legal documentation, magazines, official files, invitations, paper for work, or other things. Admittedly, the trend is away from physical paperwork, meaning we need to get our digital lives in order. If you want to work on this, check out this “task a day digital declutter” series. Meanwhile, it still makes sense to have an effective system to manage persistent paper. Here are some steps to help you get those tenacious pieces of paper under control.

Capture Incoming Paper

First, establish a designated “hold” zone for all incoming paperwork. Remember, paper arrives from multiple sources. Mail is the obvious culprit, but paperwork also comes home in school backpacks, briefcases, purses, shopping bags, etc. The temptation is to drop it on the nearest surface when we walk in the door, such as on the kitchen counter or a table in the entry. If you time to process paper immediately, that’s ideal. However, most people are busy when they get home, making immediate processing unrealistic.

Rather than stash paper wherever it is convenient, consider designating one place, such as a bin, basket, or corner, where you will put paper until you can sort it. If you share space with others who tend to dump paper, consider giving them a spot as well. This is a temporary hold zone, not a final destination.

Sort Paper Into Action Files

To keep your hold zone from overflowing, schedule regular sorting sessions. A daily sort works well, but if this is unrealistic, commit to sorting at least once a week.

It’s important to note that sorting and processing are two different steps. Sorting simply moves paper from your hold zone into the appropriate action folder.  Regular sorting gives you peace of mind because you know nothing important is slipping through the cracks.

Sorting should be a quick and relatively stress-free process:

 1. Recycle or discard anything you don’t need. This includes catalogs, junk mail, credit card offers, unwanted charity solicitations, and advertising inserts tucked into bills. Keep only what you actually need.

 2. Shred any paper containing sensitive personal information. It is helpful to have a shredder near your hold zone so that you can shred in real time. If you lack space for a shredder near your hold bin, set up a container (e.g. a small extra trash can) labeled “to shred” where you place sensitive materials. Shredding is a low-effort task you can do whenever you have a few spare minutes. If you don’t have a shredder, one possible alternative is to tear sensitive information into small pieces and put it into your kitchen trash, where moisture from other garbage will help to make it unreadable. While not as secure as shredding, this provides some protection if a shredder isn’t available.

 3. Sort the remaining papers into action categories that fit your life. After trashing and recycling, the remaining paper will require some action on your part. I find it helpful to create folders for the most common types of action. For example:

• To Pay: Bills are the obvious items here, but this folder also includes anything requiring payment, such as school fees, membership renewals, donations, or event tickets. If it requires a payment of any kind, it belongs here. If you come across something that needs to be immediately paid, (e.g. a late bill, a field trip check due tomorrow), either pay it now or flag it with a post-it note and clip it to the front of the “To Pay” file to remind you to pay it as soon as possible. Once you’ve paid it, either discard the paperwork or move it to your filing system if you need to keep it.
• To Follow Up: Use this folder for paperwork that requires some type of action beyond payment. You may need to make a phone call or look up a piece of information. Examples include invitations that need an RSVP, forms that require signatures, or paperwork that prompts a phone call. As with the bills, once you have taken the needed action, the piece of paper can leave this folder, either into the trash or to be stored elsewhere. Something like an invitation can get hung on a bulletin board as a visual reminder, and the date (if you decide to attend) should be added to your calendar. [Pro tip: Add the event details directly to your calendar, including the time, location, and any notes you’ll need later.]
• To Read: This folder is for documents that require uninterrupted reading. An example might be a rental agreement for a vacation home, a contract, a report, a letter, etc.  It’s perfect to grab before heading somewhere you’ll be waiting, such as a doctor’s office, school pickup line, or train ride.
• To File: Use this folder for papers you want to keep but don’t have time to file immediately. For instance, you might receive a contract or statement of account. This may also hold bills you have paid. This folder is handy because we often don’t have the time to file paper in the moment. A “To File” folder is a place to hold papers until you have time to properly put it all away. [Pro tip: Put a recurring reminder on your calendar to empty this folder each week.]
• Pending: Use this folder for paperwork tied to projects that are still in progress. Examples are paperwork for an item you are returning, an insurance claim that you are waiting to clear, and a supply you have ordered and are waiting for it to arrive. Review it at least once a month to make sure nothing stalls.
• Upcoming Events: If you have trips, vacations, or major family events coming up, consider keeping a folder for each one. This is a place to quickly put anything associated with that event or activity so it doesn’t get lost. After the event, recycle anything you no longer need and file any documents worth keeping.

Some people prefer to group their paper by when it needs to be processed, rather than by the type of action. This is the idea behind the traditional tickler file. If you want more information about how to set one up, check out this book by my friend and fellow organizer Julie Bestry.

Stage Action Files

There are many options for how to store your action files. Common options include a desktop sorter, a hanging sorter, or a horizontal sorter. Keep your action folders close to wherever you sort your incoming paper so the system is easy to maintain. The one you choose largely depends on the space you have and your visual preference.

Here are a few ideas to inspire you.

Process Action Files

While the sorting step should be quick and easy, actually taking care of what is inside your action folders will take longer. The simplest way to stay on top of paperwork is to schedule dedicated processing time.

Some people find it works well to do a short spurt of work each day, such as 15-30 minutes. I call this “Daily Desk Time”—a brief period each day devoted to paperwork and other administrative tasks. The benefit is that paperwork never becomes an overwhelming project. You can set an alarm to keep you in your chair for a planned period of time, and then let yourself be finished for the day.

Another option is to work on a certain type of action on different days of the week, such as filing on Fridays or phone calls on Tuesdays. Having a slot in your schedule helps your mind get ready for what it knows is coming. This approach works for many types of tasks.

Store Inactive Files

As you process paperwork, you may end up with paper that you want to keep. Many people keep paper associated with the current year’s bills and activities and then cull them annually after tax season. Some paper should be kept to support your tax return, and there are some documents that should be kept indefinitely.

Anything that is very hard to replace, such as a will or legal document should be kept securely in something like a firesafe box. You can read more about what these are and how to set one up here.

Paper that you want to be accessible, such as reference paperwork or paper related to the current year, can go into any number of filing containers. There is, of course, the standard filing cabinet. If that feels like too much, you might prefer something smaller or more decorative. Here are a few inspirations.

A good rule of thumb is this: the less often you need a document, the farther away you can store it. For example, paper you touch frequently should be near your desk or work station, while old tax returns can go in a banker’s box in an attic, basement, or remote closet.

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While the trend is away from physical paper, you still may have some you need to address. By establishing a system through which paper flows, you can keep it from piling up and feeling overwhelming.

How much paper do you manage these days?