5 Simple Steps to Eliminating Your Paper Clutter

Has paper clutter taken over your dining room table, desk, or file cabinets? You’re not alone.

If you’re tired of hunting for important documents or feeling overwhelmed by your paper clutter, it’s time to take action.

You can use the A Time to Talk™ 5-Step Approach to help you declutter and reclaim your space:

Step 1: Identify the Issue

Paper clutter can come at us from all directions: Junk mail, bills, school forms, sentimental items, receipts, subscriptions, etc.

Sometimes, the fear of tossing something important, facing a difficult situation, or feeling overwhelmed can keep us from sorting through our papers.

Step 2: Reflect on the Benefits

Decluttering isn’t just about having a tidy space; it’s about freeing up mental energy. Think about all the time wasted searching through piles of paper for that bill, permission slip, invitation, or record.

Getting organized can reduce stress and help you focus better. It can also make finding important documents easier in the case of emergency, or when loved ones need to access information on your behalf.

Step 3: Prepare (Physically and Mentally)

Before you start decluttering, make sure you have the tools you’ll need: A shredder (for sensitive documents) and three containers for sorting (recycle, shred, and keep).

Identify and stay focused on a specific goal: Do you want to have more clarity about your financial situation? A more peaceful working or living space? Get into the right mindset to let go of things you don’t need. Enlist a friend or loved one for support if you like.

Ideally, plan to set aside enough time to tackle the task all at once.

Step 4: Act (Sort It Out)

First, gather up all your papers—from all over your home, anywhere they’ve been piling up—and spread them out on a surface that’s large and comfortable enough to work at for awhile.

Then, start sorting them into categories:

• Recycle (anything you don’t need): General forms or letters; coupons; shopping lists; notices; catalogs; magazines; etc.

• Shred (anything that has sensitive personal information such as names, addresses, SSNs, or account numbers); redundant or outdated financial or bank statements; school forms; pay stubs; cleared checks; etc.

• Keep (only what’s truly necessary): Essential financial documents like a record of your paid-off mortgage; tax returns for at least seven years; SS cards; wills, original copies of marriage or birth certificates; passports; medical files that aren’t available online or that you need easy access to for doctor appointments; paperwork relating to an active contract, loan, or outstanding matter; legal papers, life insurance documents; etc.

Feeling stuck? Ask yourself if you really need the information, if you can find it elsewhere (often things like financial statements or user manuals can now be found online), and if it’s still relevant or valuable to you.

Keep whatever is truly sentimental or meaningful to you. And remember that it’s okay to let go of duplicates and non-essentials.

Go Digital

Next, as an extra layer of security, scan the important papers you’ve decided to keep, such as investment statements, pension or retirement plan information, or tax or estate planning documents.

Make sure you have clear copies of your scanned documents. Label them clearly so you know where to find them. You’ll also want to ensure that your files are properly backed up.

Consider switching to electronic billing and statements to minimize future paper buildup.

Find a Home for What’s Left

Once you’ve pared down your papers, it’s time to figure out how you want to store what’s left.

Whether it’s a file cabinet, fireproof safe for essential financial documents, or a binder for medical records, find a system that works for you.

For papers that can’t be easily replaced (such as original birth and death certificates, SS cards, passports, life insurance documents, and marriage and divorce decrees) you may want to invest in a safe deposit box.

You can preserve and store sentimental papers in keepsake boxes or albums. Choose to keep them in a spot where you can revisit them often and actively enjoy the memories they evoke.

Stay on Top of It

To prevent future paper clutter, set up a system for dealing with incoming mail and documents. Designate a spot for sorting mail and deal with it promptly.

Unsubscribe from catalogs or magazines that no longer interest you. Whenever possible, opt for digital subscriptions and receipts to keep future paper from piling up.

When you’re decluttering, focus on keeping things that serve a purpose or bring you joy. And don’t second-guess yourself—stick to your plan and trust your instincts.

Step 5: Ease With Less Paper Clutter

Enjoy the sense of ease and contentment that less paper clutter brings to your life. Feel able to find what you need when you need it, freeing up your time and energy today—and for your loved ones down the road.

Armed with these practical steps, you’re ready to tackle your paper clutter once and for all. Stick with it, and before you know it, you’ll have a space that’s organized, efficient, and clutter-free.

Your HT|TC advisor is here to help you understand and simplify your financial documents. Reach out to us as needed.