Paper has a way of multiplying. Mail arrives daily, documents accumulate, receipts pile up. Without a system, paper becomes one of the most persistent clutter problems. Here's how to tame it.
The Daily Mail Problem
Process Mail Immediately
The biggest mistake: letting mail pile up. Process it the same day:
- Stand at the recycling bin: Don't even sit down
- Toss junk immediately: Ads, catalogs, flyers
- Shred sensitive junk: Pre-approved credit offers, anything with personal info
- Sort what remains: Action needed, file, or reference
Stop Unwanted Mail
Reduce incoming volume:
- Unsubscribe from catalogs you don't read
- Switch to paperless billing
- Opt out of prescreened credit offers
- Request removal from mailing lists
A Simple Filing System
Categories That Work
Keep filing simple—complexity leads to backlogs:
- Action: Bills to pay, forms to complete, things requiring response
- Reference: Manuals, warranties, medical records
- Financial: Tax documents, important statements
- Personal: Vital documents, certificates
Filing System Options
- Accordion file: Compact, no furniture needed
- File box: Portable, limited size forces limits
- Small file cabinet: If you have space
- Binder system: Works for some documents
Going Digital
What to Scan
Many papers can be digitized and discarded:
- Receipts for returns/warranties
- Manuals (often available online anyway)
- Bills and statements (if you need records)
- Medical explanation of benefits
- Tax supporting documents (keep digitally for required years)
Simple Scanning
- Phone camera with scanner app
- Cloud storage for backups
- Consistent naming for findability
- Organized folders that mirror your categories
What to Keep in Paper Form
Keep Physical Copies
- Birth certificates, passports (keep these anyway)
- Social security cards
- Property deeds
- Vehicle titles
- Marriage/divorce certificates
- Wills and power of attorney
- Currently active insurance policies
Keep for Tax Purposes
Generally keep tax-related documents for 7 years:
- Tax returns
- W-2s and 1099s
- Receipts for deductions
- Property records
Daily Paper Habits
The Landing Spot
Designate one spot for incoming paper:
- Near the entry if you process mail there
- Inbox tray or vertical file
- Small space = small inbox = forced processing
Daily Processing
- Process mail same day it arrives
- Pay or schedule bills immediately
- File what needs filing
- Shred sensitive documents weekly
Weekly Paper Session
- Clear the inbox completely
- Process any backlog
- File accumulated items
- Run the shredder
Specific Paper Types
Receipts
- Toss most immediately
- Keep only: returns possible, warranties, tax deductions, reimbursements
- Scan and toss for records
Magazines and Catalogs
- Limit to what you'll actually read
- One in, one out
- Tear out articles, recycle the rest
- Consider digital subscriptions
Sentimental Papers
- Cards, letters, children's artwork
- Keep a designated box with limits
- Photograph and let go of excess
- One memory box, not scattered piles
The Paper Rule
If you can find the information online, you probably don't need the paper. Manuals, statements, confirmations—most exist digitally. Keep paper only when legally required or when digital isn't available.