Decluttering Paper: 6 Tips for Less Paper

Everyone has different thoughts about paper vs. computerized records, also known as digitizing.

I have always been of the mindset that less paperwork is better. However, I do caution you to get advice on what to keep and what to discard from your lawyer and your accountant. The individual decluttering is always responsible for the decision-making, not the organizer. When it comes to paperwork or anything else you are decluttering, you have to choose what to keep vs. discard.

Why Digital Paperwork Organization Works Better

When it comes to paperwork, I prefer to keep the digital version. There are so many options now to keep things on the cloud that are secure, such as Dropbox or Google Drive.

I keep business folders in my email for customers, contracts, receipts, and more. A CRM (client relationship management system) might be a better option for you depending on what type of business you do or don’t own and operate. I still have opportunities for consolidation with applications when it comes to digital organizing.

What Paperwork Can You Get Rid Of? 6 Decluttering Tips

1. Business Receipts – My approach for my business receipts: they get scanned on my phone and then kept in their receipts folder. Keeping track of little pieces of paper that fade, get crumpled, and lost does not seem to me like an efficient way to keep track of purchases.

I do the same with client contracts. The client signs an organizing agreement and we sign it in person. I scan it, email it to myself, and leave them with the paper copy. As I’m writing this, this does seem amusing since I am talking about decluttering paper! I usually also offer a digital copy, but they often prefer paper. I’m not finding fault, but it depends on a person’s generation if they want digital or paper. The mindset behind letting go of the paper is that it could be “lost forever,” when in reality, when stored properly in Dropbox or Google Drive, it is probably more secure than paper. It can’t be lost, accidentally trashed, or destroyed in a fire.

2. Junk Mail – It never needs to come through your front door. I like to go straight to the recycle bin, which is in my garage or next to my house, and dump all of the junk straight in there. I am rarely left with more than three pieces of actual mail each trip to the mailbox!

3. Taxes – Nope, that’s a trick, lol! Confirm with your accountant, but you need to keep taxes for at least the past 7 to 10 years. Keep them in a safe or fireproof place. Usually beyond that 7-10 year mark, it’s fine to shred them.

4. Paid Bills – Again, this is a personal/CPA decision, but I pay bills online, so there’s no need to keep records of bills that were paid. If you set it up correctly, you should get a receipt when you pay your bill, and then I file that paid receipt in my email under bills.

5. Letters, Cards, and Sentimental Items – How many of us keep these items year after year? When it gets overwhelming, it’s time to let stuff go. I like to sort through and pick out the prettiest cards based on what they look like, or if there was a very sweet note that my mom or someone wrote me, then I’ll keep it. Throw away anything that you don’t want to be reminded of or things that don’t resonate with you anymore. When I did this a few years ago, I threw out 7/8 of the cards and letters I had! I was tired of storing things that I don’t look at except once every decade.

6. Wills, Trusts, and Power of Attorney Documents – Keep the original in a safe or fireproof container and scan them digitally so that your family has access to them. If something happens to you, people need to be able to access and find this quickly. Locked in a safe somewhere and no one knows where the key is isn’t helpful during an emergency.

Get Started with Paperless Organization in Littleton

Hopefully these six paper decluttering tips and tricks will help you on your journey to a paperless (or nearly paperless) office space! If you need help organizing paperwork or digitizing documents in Littleton, Colorado, professional organizing services can guide you through the process and help you create systems that work for your lifestyle.