Simplify the Paper Clutter with These 4 Tips

I have a confession: I used to make a file for EVERYTHING. My mom recently found a box of my missing paper in her garage that included my college degrees (#nbd). I had files in that box for literally one paper. One paper! It might seem like I was making it easier on myself, but honestly, it would have been easier to simplify the paper clutter by using general files instead.

Now, that I’m older and wiser in the ways of organizing paper, I’m all about less. I want nothing more than to simplify everything I possibly can since life is always so busy. That includes simplifying my paper clutter with an easy filing system.

Here’s what you need to know: you don’t need a file for every single thing, but you do need to keep things organized and labeled so you can find what you need.

This is how I simplified my paper filing system.

Instead of keeping separate files for each thing, file them by general categories.

During my latest paper declutter episode, I realized I had a single paper filed under “SoCal Gas” and another single paper under “SoCal Edison.” I kept a single paper statement of each for reference to the numbers since I switched to getting all the statements online and paying through my bank.

Those file folders just take up valuable space, and I’m running out of files to recycle (I use them until they’re dead because I don’t want to buy more). So I consolidated all my “reference” utility papers into one folder.

Receipts need upkeep.

Long ago, I had a folder labeled with every single month for all the receipts we brought home. Now they all go in one folder. If I didn’t need the receipts for taxes, I’d shred them every month (or two). But since it’s possible I might need them, I throw them in a box I keep for all my receipts once the month …ok, ok –once the year is through.

Name files based on what you would think of if you needed to find a paper.

If you needed to find a statement from a doctor’s office because you thought they were sending you a bill for something you already paid (true story), where would you look in your files? In your head, right off the bat, what folder would you think of that you would put it in?

My point is, it’s better to label things with what you automatically think of if you’re searching for something. For the scenario I described, I have a folder labeled “HSA” where all paid the medical bills go.

Move what you can online or to a cloud

My favorite way to reduce the paper clutter is to get all my statements online. I talk about in this post how I keep myself organized with online bill pay. Basically, I can keep track of everything online through my bank, but you could also use a tool like Mint or Every Dollar to keep track of that and your budget.

For some things, it’s easier to move them into digital storage. For example, the company I have for my FSA is constantly requesting copies of my statements and receipts. It’s better to nip it in the bud and scan those papers into Google Drive or Evernote. (Here’s why I love using Google Drive and here’s a quick tutorial for using Evernote.)

…

Are you inspired to make things a little simpler? By keeping your files a bit more general, you’ll have less clutter to sift through at the end of the year. By keeping up regular maintenance on your paper, by month or year, you avoid major decluttering projects. And by moving what you can online, you free up some real estate in your file cabinet. And it might be easier to keep track of what you paid.

Use these tips to simplify the paper clutter and make your life a little easier. If you need more guidance on diving deep into decluttering your paper learn how to get started with sorting and learn more about categorizing your long-term paperwork.