Eliminate Your Paper Clutter & Organize Your Life

Linda Aitken-Smith
Jun 9, 2024
12 min read

How To Deal With Your Paper Clutter

Piles of paperwork, old magazines and newspapers are scattered everywhere around

your home. So you are always searching for documents/forms you need to complete.

Does your Home feel more like a storage place than a Home?

Your Home should be a place for you to relax, and there should be enough storage for everything you need to live so that you don't have piles of clutter everywhere.

If so it's time to declutter and organize all your Paperwork and set a time and date to do it, so you can stop wasting your time and have less stress in your life and more time for yourself and your friends and family.

Put a date on your Calender with a red ring around it so you don’t forget. Set an alarm on your mobile phone with a message to declutter. Also, tell everyone you know that you will be unavailable and won’t be answering any calls or messages or your front door till you have finished unless it is a life-or-death incident.

Paper Clutter can build up just like household clutter if it is just left to pile up and isn't sorted out at source as it comes into your home.

If Utility bills, catalogues, coupons, insurance policies, and credit card bills are left to pile up it can cause stress and can then become overwhelming if it isn't kept in check at source.

Start As You Mean To Go On When Organizing Your Paperwork

Step 1: Find All Your Paperwork

Remove all your paperwork from where they are stored at the moment, and stack them together in a pile, you will then be able to see how much paperwork you have and make sure that you route out all your paperwork. Go through cupboards, drawers and current storage.

When you have all your paperwork together, you can then start to sort them into separate piles based on the relevant category. Group similar documents together in a way that makes sense to you.

The following are examples of categories that you could use:

Personal Documents, Financial Documents, Insurance, Medical Documents, Home Documents, Taxes, Sentimental.

Step 2: Declutter Your Paperwork

Get RID Of Any Paper Clutter you should throw away which means any paperwork you don’t need to keep

Some items you will need to throw away because they have expired or they are no longer needed.

Some examples of paper clutter that you may need to throw away:

Expired insurance policies
Loan documents for loans that have already been paid off
For expired coupons, you only need to keep any coupons that are valid for the next 30 days.
Old Newspapers /magazines, you only need to keep Newspapers for the current week & current month's magazines.
Product manuals and warranties for items you no longer own
Car documents for vehicles you no longer own
Receipts for everyday purchases – I throw away receipts for normal, non-tax related purchases after I enter them in my Into My Planner.

Step 3: Set up a Simple Filing System

To store and deal with your paperwork to save you from paper clutter in the future, so you will be more productive, tidy, efficient and organized.

How To Store Your Paperwork

If you want to store your important documents in a digital form, you could have a box file to put them in and then digitise them at the same time. I would still keep important documents like Birth, Marriage, and House Deeds in a separate file as these are legal documents.

Good Options For Long Term Storage

Suspension files in a storage box or desktop drawer

A concertina file, A4 folder’s Box files and lever arch files which can be stored on shelving on a wall, or a small desk with shelving underneath and above your Home Office Desk.

You could use a stackable desk organiser or even a desktop drawer organiser if you have a home office. There is something out there for everyone

If you have more paperwork to organise a Bankers Box would be a better option especially for Legal Paperwork such as Wage Slips, P60's etc For Tax Purposes.

There is a wide variety of file storage available to choose from. Fireproof Portable File Boxes,

Expandable Organizer folders,

A4 Landscape Desk Expander/Organisers

Expandable Plastic Folders A4 Punched Pockets with Snap Button Top Opening Document Folders

Banker boxes are useful as they can accommodate hanging folders that contain multiple sub-folders in each one for additional organization.

Many modern Banking Boxes come with file rails to hold up hanging folders, which is very useful if you are transferring files from a filing cabinet to a box for long-term storage. These file rails are also handy if you aren't filling up the entire box so that the contents don't shift, slide down, or fall over. Bankers Boxes also come in plastic, and cardboard with lids so they are also stackable they don't use up much space and come in different shapes and sizes, they can store A4 folders, box files and lever arch files.

A Desk Organizer These are used to store and organize various items on a desk or work surface. Desk organizers come in many different forms, including trays, boxes, bins, and racks, and can be made from materials such as plastic, metal, or wood.

A Desktop Drawer Organiser

Can be a single filing drawer as part of an office desk or a desktop file organiser with one or more drawers to store your files or papers these can be made from materials such as plastic, metal or wood.

You can also buy a desktop storage organizer with a file holder, a tiered paper letter tray and organizer for your pen, and paper clips in one to save space on your Desktop.

What you choose will depend on how much paperwork you get regularly, the type of paperwork you have and where you store your paperwork in your house.

If you work from home you will have to keep your paperwork for your business separate from your home documents.

Step4: Organize Paperwork with these Sample Categories

Set up a simple, effective filing system – which will Simplify Your Home And Lifestyle.

Long-Term Filing- for long-term storage.

Short Term Filing for files to be filed or sorted.

It will remove stress, frustration, and wasted time. And free up time to spend with your friends and family.

Also keeping track of all your Paper Clutter will mean you will be able to keep track of your spending and save you money as they will be paid on time and you will not be fined for late payments...

Organize paperwork by broad category first.

The main categories that I use to organize important papers are:

Personal Documents, Financial Documents, Insurance, Medical Documents, Home Documents, Taxes, and Sentimental.

Then, determine how you need to organize those main categories into more narrow ones based on the papers that you have.

When it comes time to file your papers in a filing cabinet or box, group files for main categories together so that you can find them easily. You could use a label maker to label the main Categories and their subcategories. Or you could Write the category labels out by hand and use clip-on label holders.

Personal Documents

I prefer to keep all official personal documents together in one File with plastic page inserts to hold the following documents.

These include:

Birth certificates
Social security cards
Passports
Marriage certificate

Voter registration cards
Vehicle title
Property deeds
Power of Attorney
Copy of Will

In a separate folder, I keep all personal work and education documents. These include:

Letters of recommendation

College transcripts
Diplomas
Certificates for training completed
Current resumes

Financial Documents

Financial documents can be filed in individual file folders for:

Bank Documents – Bank statements, new account documents, and business cards for bank contacts.

Stock Documents – Quarterly stock statements, stock certificates, etc.
Investments –ISA, savings bonds, etc. If you have a variety of investments, then file them in their own labelled file folders.
Credit Cards – Make one file folder for each credit card. Put all monthly statements, credit card terms, etc. into separate files.

If you Work from home -You will need to keep records to fill in your tax returns.

Note – Some people recommend switching to digital bank and credit card statements to reduce paper clutter, but I prefer paper statements for tax purposes. When tax time comes around, I just pull out my statements and highlight business income and expenses and personal tax deductions.

Tax Returns – I keep 6 years' worth of tax returns with each year’s necessary receipts/statements in separate labelled file folders (“2019 Tax Return” etc).

*Note – Once I have my tax return completed for the year, then I file the paper copy with that year’s bank statements, credit card statements, medical bills, and receipts for tax deductions in the Tax Return file. I also clip them all together.

I keep all my Business papers in separate Files & folders away from all my Personal Paperwork.

Insurance

Make separate folders for each type of insurance that you have. Then, file policies, claim receipts, agent cards, etc by insurance type. You should have a separate folder for each of these insurance types, if applicable:

Car Insurance

Life Insurance
Health Insurance
Home Insurance – Include a valuables inventory here if you have one.
Any other insurance that you may have

Home Documents

Any documents related to your home should go in this category. Then, create subcategories based on the documents that you have, such as:

Product Warranties
Product Manuals – I only keep paper copies of manuals that are essential, because you can find most product manuals online in PDF format.
Home Loan Documents

Home Maintenance Records – I store all of my home maintenance documents in a concertina file,

I highly recommend that you have one of these for home resale purposes! If You own your own home, I currently rent a property but still keep letters on any repairs that have been done.

Medical Documents

Medical records-letters from your GP or Hospital where you have had treatment.
Vaccination records
Current eyeglass/contact prescriptions

Tax Deductions

Personal Deductions

Keep a file of receipts/invoices for any personal expenses that you deduct on your tax return. These could include childcare expenses, medical expenses, school expenses, etc. I find it easiest to label the top of each receipt with the proper expense category (like “Daycare” or “Medical”) before filing in my Personal Deductions folder.

Business Deductions

I am self-employed, so I have to keep very detailed records of all of my business expenses. To do so, I have one file labelled with the name of my business.

If you or your Partner work from home and need to keep records if you are self-employed I would keep separate files for their business and your business labelled with the name of their business and their name.

Within your work file, put all of the receipts for your business. Just like for personal deduction receipts, Label the top of each receipt with the proper expense category (fuel, office supplies, etc). Do the same for your Partners File.

Sentimental

If you have kids, then chances are you’ve got a stack of papers that you’ve kept over the years for sentimental purposes. These could include:

Sonogram photos
Newborn footprints
Cards with weight/height/percentiles from visits to the paediatrician
Artwork from preschool Middle and High school

Mother’s Day cards and momentos that your kids have given you over the years

I group all of my sentimental papers in individual files based on the child. I have a box file labelled with their name.

I also have a separate box file labelled “Family” for things like family outings, holidays, etc I keep all my Family photos in Photo Albums.

Step 5: Tips to Keeping Your Important Papers Organized

After you’ve spent your time organizing your paper clutter, you want to make sure it stays tidy. Here are some tips for maintaining your paperwork organization system:

Designate spaces to keep paper clutter before it is filed.

Any paper clutter that comes into your house should have a designated temporary spot… and NOT on your kitchen counter!

An Information Centre

A notice board to pin any important school papers, or birthday party invites.

Also set up a Notification System on your Mobile Phone and in your Weekly Planner or write them on your Calendar to keep on top of –

Repeat Prescriptions,

Regular Appointments

Annual Renewals for Yearly Bills e.g. Car Insurance/Breakdown Cover.

A whiteboard where you write any appointments, invitations or a separate family Calendar

A magazine holder or separate boxes on a shelf or baskets attached below a whiteboard/noticeboard. For all the coupons and retail store booklets that you want to keep for the near future.

When it's a quick action, for example, signing a form for your child to go on a trip, do that right away.

If you have a to-do list – only have one that covers what you need to do on one page. Following week or month add them to your Calendar

If your to-do tasks are in the Following week or month add them to your Calendar.

Have a Wall file with folders in …a Holder on the wall with the Home Management File Behind

Bills To Pay

To File

Action

School/Work

Reference

Any important documents that need to be filed should go into a designated box on your Home Office desk if you cannot get around to filing them immediately.

Each type of paper clutter should have a temporary home before it is filed in a permanent spot or is thrown away because it’s no longer needed.

Go through all incoming mail immediately

When you get your mail each day, immediately…

Tackle your Paper Clutter by sorting it out at source when the post comes through the door, or other flyers from businesses etc

Recycle All Junk Mail Any flyers you don’t want to keep should be placed in the paper bag or bin.
Shred Mail you don’t need with an address on it.
Place Important Bills to be paid in a designated spot like your Home Office. Inside your Planner. Or a Wall file with folders in …a Holder on the wall with the Home Management File Behind
All Mail through the letterbox should be placed in a holder so that the person it has been mailed to can then take it.
All other Paperwork that needs to be filed or stored in an “incoming” box so that it can be sorted through. And filed away.

Step 6: Track Your Spending with a Weekly Planner

I use a weekly planner and I have the following pages to help me keep track of any bills etc

I have a To-Do page for any Phone Calls, forms to fill or research on things to buy. I add the date it needs to be completed by then I tick the box.

Finances page to keep track of everything I buy - The Products, £.p, Date and the Shop I bought from and I keep all receipts till the next big shop. And I need to keep I put in a labelled concertina file. Clothes, Household etc in case I have to return them.

I also have a Finances page in my planner for Utility Bills where I list the bills by the date they are paid every month
I also have a list of transfers as I transfer a fixed amount to cover all car expenses (not including petrol as this is included on the general account), I add up all car expenses for the car including repairs and divide by 52 weeks and pay a set amount every 4 weeks into the savings account for car expenses. I also transfer a fixed amount to a savings account so I can save up to replace any WhiteGoods when I need to replace them.

I also have a Spreadsheet for our Household Bills of all the utility bills etc for the house. I also add all the Expenses I list in the General Account and all the transfers I make to the Savings Accounts.

I manage all of the finances in my household.

I like numbers and budgeting. And I find it comforting to know exactly how much money is going in and out of our bank accounts each day.

I feel less stressed as I know that the bills are paid and I can keep track of all the bills.

I manage all of the finances in my household.

I like numbers and budgeting. And I find it comforting to know exactly how much money is going in and out of our bank accounts each day.

I feel less stressed as I know that the bills are paid and I can keep track of all the bills.

In nearly 30 years of being together, my better half has not paid one single bill. He does know the names of our utility companies… I do keep him updated on how much they are.

I have started to put together an **Emergency Binder which will be kept with both our Mirror Wills. To be used in an Emergency.

Doing this will eliminate paper clutter that tends to pile up on your kitchen counters, and it will ensure that important documents don’t get lost and bills aren’t forgotten.

Make filing any new papers part of your daily routine.

Organize paperwork by taking 5 minutes at the end of the day to file any incoming papers from that day. This is where a “To be Filed” box comes in handy… If you collect all of your important papers to organize in one designated box each day, then you can quickly go through the box and organize paperwork in your files at the end of the day.

Also go through all your receipts and store them in your Planner or a box to keep them in case you need to return something.

Pay any bills you need to pay if it isn't paid by a monthly standing order or direct debit.

This method also works when organizing your digital files. I have an online business and as a blogger, I download a lot of documents every single day. At the end of each day, I take just a few minutes to move files out of my “Downloads” folder and into neatly categorized folders as they can get quite messy if you don’t keep them organized.

There are many ways to store paperwork long-term, and maintain incoming paperwork in the short term, find the best way for you and your lifestyle.

I hope you’ve been inspired to tackle your paper clutter and organize paperwork with these easy filing ideas!

It may take you a few hours to complete, but imagine all of the stress and time that you will save if you’re no longer losing important documents

That you can spend with your Family and Friends.

**I will do other blogs in the future on -

Organizing Digital Computer Files
How I Did Our Mirror Wills
Setting Up An Emergency Binder

Linda Aitken-Smith 10.05.2024