Are you overwhelmed by paper? I’m talking about mail, flyers, school forms, tax documents, coupons, community newspapers, and more, that cover your desk, counters, and every other horizontal surface.
I often hear, “I don’t know where all of these papers come from.” If this sounds familiar, read on for easy steps to rein in the chaos.
Step 1 – Identify your paper sources
Take a moment to note where the paper in your home (or life) comes from.
Is it real mail that needs action?
Is it unsolicited junk mail, postcards, or community newspapers?
Do you pick up promotional flyers and business cards when you are out and about?
Do your children bring home forms and worksheets from school?
Is there legal paperwork you need to keep but not sure where?
Did you inherit family mementos but don’t know what to do with them?
Do you have papers related to a current home or work project?
Is paperwork from a previous job taking up space?
Step 2 – Eliminate the amount of paper that lands in your mailbox
According to the latest data from the USPS Mail Use & Attitudes Report, direct mail accounts for almost 60% of the mail US households receive. That is more than 450 pieces of marketing mail delivered to an average US household every year.
Have you ever wondered why we receive so much direct mail? Because it works! Research shows that people tend to keep advertising mail about 17 days. This gives all members of the household plenty of time to review it and take some action.
To save yourself some time, save some trees, and lighten the load of your recycling bin, check out the following to opt out of what you no longer want to receive:
Step 3 – Consider the tools you have (or need)
Do you have a recycling bin in multiple locations? If you want to bring less junk mail into the home, have a recycling bin outside your door or in the garage. Drop items there and don’t allow items into the house. If paper tends to accumulate on your desk, bed, or kitchen counter, make sure a bin is in those rooms.
Have you signed up for paperless billing and/or payment? Check to see if your credit card companies, lenders, etc. offer the option to receive a statement via email instead of in the mail.
Do you like to file a physical copy of official paperwork, or do you prefer a digital copy? I’m referring to things like taxes, wills, power of attorney, insurance coverage notices, and more. If you like physical copies, do you need a small file box or a larger file cabinet? How about an in-home safe or safe deposit box at your local bank?
If you prefer digital copies, do you have a scanner? Or a printer/scanner combination unit? Are you willing to let go of the physical documents once they are housed digitally? Or do you want to keep both types? Consider where you would like to store electronic files. On a hard drive, an external drive, on a thumb drive, in the cloud, or another off-site location.
Do you like to shred documents that contain personal information? If so, you’ll want a cross-cut shredder or some shredder scissors. You can always take a pile of papers to The UPS Store or Office Depot which have shredding services for a small fee. Also watch for local community shredding events typically held in the spring or fall.
Step 4 – Think about what you really need to retain
I often hear the question, “How long should I keep this document?” My response always starts with, “Each individual’s situation is unique, so I recommend checking with your accountant, financial advisor, or attorney first.”
Then I give the client my Paper Retention Schedule for Personal Records. This document is for those who receive and hold on to ALL paperwork. Many of us have switched to paperless statements, receipts, PDFs, and more these days – so this document is not for you.
Keep the following in mind when considering whether to keep a paper copy:
Is this information located somewhere else?
Could you easily replace this information?
What is the worst that would happen if discarded?
Where would your brain tell you to look for the information – a filing cabinet, drawer, or on the computer?
Will you even remember you have this information?
Do you still own this item (if manuals, warranties etc.)?
When trying to change the way you deal with documents it’s important to keep at it. It’s not a ‘one and done’ thing. Establish a review/culling schedule that fits your life. For example, if you typically pull together documents for taxes in March then February is a good time to review and purge old documents from your file cabinet.
My recommendation is to make a regular appointment on your calendar for paper maintenance. It could be once a month, once a year, it’s up to you. The key though is to keep the appointment and do the work.
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