Do you often get stuck when deciding what to do with this paper or that paper? Are you tired of just tossing the paper to the side onto the top of that ever-growing pile? Are you baffled with where to put each piece of paper when you’re done with it? Should you keep it or toss it?
These are some of the most frequent questions I get as a professional organizer. It seems like at least once a week someone says, ”How do I know which papers to keep and which to toss?” Well, hopefully I can provide you with some easy tips to help you battle your paper piles…
Paper Tip #1: Make an immediate decision with any paper you come across and place it into one of these filing zones:
1) Active: Files you use often (daily, weekly). This should be paper that represents an “action” that you need to take.
2) Reference: Files you access regularly but do not require an immediate action. These files should be sorted into categories for easy, quick retrieval.
3) Archive: Files you need to keep for historical purposes but you don’t need to access more than once a year. These files are prime candidates for off-site storage if you have a small space. Consider scanning these records too!
Paper Tip #2: Keep a master list of all your files and carry it with you. This list will come in handy the next time you are trying to remember what filing categories are in your drawers. You will save yourself the time of search through your filing cabinets by using your quick reference or “filing cheat sheet”.
Paper Tip #3: Delegate your filing to someone else. Time is money, right? Once you have your initial filing system in place, it will be easy to delegate the tedious task of filing to someone else. Maybe you need to hire a temp or an assistant to help with this task. Paying their lower rate to file papers away into their proper locations will ensure you are still productive and billing clients at your higher rate at the same time. It could be a beautiful thing!
Paper Tip #4: Review a list of Paper Retention Guidelines. This will help to refresh your memory on which papers you should keep and which you should toss. Here are a few of the most common:
1) Personal Tax Returns: Keep for 6 to 7 years
2) Medical Records: Keep forever
3) Credit Card Statements: Keep for 2 to 3 years
Click here to view the full version of the Paper Retention List on my website.
The next time you find yourself stuck at a cross-roads with the decision of “what do I do with this paper?” just remember these tips and hopefully the choice will be easy! If you need help creating your initial filing system we’re always happy to help… just contact us with your questions or to set up an appointment.
(Be sure to double check with your personal accountant or tax advisor for paper retention guidelines that are specific to your situation as well. For businesses, double check with your auditor and/or information management specialist too.)
