Digging out of Paper Clutter - part 1

Digging out from under stacks of paper might seem like a daunting and insurmountable task. Let's face it, paper can be intimidating and overwhelming. It comes relentlessly and without warning, and it never stops coming - bills, insurance policies, faxes, to-do lists, invoices, tax information, user manuals, receipts, itineraries...Add in the magazines, brochures, drafts, booklets, letters, drafts, etc., and it's easy to see how paper molehills become paper mountains. And here's the worst part - somewhere in this ever-growing mound of chaos lies your business - important phone numbers, bills that have to be paid, clients that need attention, receivables that need collecting?

Before I help you to dig out of the paper clutter, let me assure you of two things:

1. You are not alone.

2. There is a light at the end of the tunnel.

My goal is to "unbury" you, by helping you to pare down and organize your papers. Before we start though, let me suggest that you don't try to do everything in one day. Work in 1-2 hour chunks of time.

The first step is sorting, To sort, we'll need some containers (I use laundry baskets or milk crates, but any boxes will do). Label the containers accordingly:

-Take Action ? anything that requires you to do something within the next two weeks. Includes bills, appointments, meetings, etc.

-Read ? includes any paper, newsletter, announcement, magazine, etc. that might contain information you want to read. The secret here is to cut it out the article, and throw away the rest of the publication.

-30 Days ? includes things that must be done within 30 days, but are not as critical as Take Action items which must be done within two weeks. Includes bills due, appointments, events, to-dos, etc.

-File ? These are archived items that require no action, but must be retained. Includes contracts, bank statements, receipts, warranties, product information, tax information, etc.

-Throw Away ? anything that is six months old and requires you to take no action.

Now that we have our containers, let's start. Grab a stack of papers, and sort through it, placing each paper into the appropriate container. Since you're sorting by general category, it should go pretty fast. Be thorough, but quick. The key is to touch each piece of paper only once, and not to read each paper. Just glance at it, and quickly put it into the correct container. We will do a more specific sort later. For now, we are doing a general sort, and discarding trash.

Of course, the biggest question is what to throw away. The simple answer is to throw away anything you don't need. You need to ask yourself, "Do I really need this, and what is the worst thing that can happen if I throw this away?" I worked with one person who published a local, specialized newspaper. He needed to keep one or two copies of each back issue, but when we sorted his paperwork, we found 40-50 copies of each. We also found records of events he was involved in years ago, wedding photos, some of his children's artwork, DVD rental receipts, last year's to-do lists, his son's birth certificate, the title to his SUV, etc. We also found owners manuals and receipts for items he no longer owned, stacks of bank statements from the 1980s, and so on. Remember, this is your workspace. For you to be most efficient, effective and professional your paperwork needs to be in order.

By now, you've gone through each stack of paper. You sorted correctly, you have five containers or boxes of papers to be filed, and (most likely) a lot of discarded paper for recycling. Congratulations on your hard work and progress. Stay tuned, and I will discuss how to set up a filing system, and what to do with the papers you sorted.

Marc Rifkin is a Professional Organizer, and owner of OASIS professional organizers, which provides organizing solutions for homes and offices in Seattle, WA. http://www.oasisorganizers.com

?2005 OASIS professional organizers

May be reprinted with full author credit, bio, and all links intact only

recurring cleaning service Wilmette ..

In The News:

DoorDash confirms data breach exposing customer names, emails, addresses after social engineering attack. Learn how to protect yourself from scams.

Concerned about Google's AI scanning your Gmail? Learn how to disable Gemini features that access your emails, Drive files and Chat messages for privacy.

Google warns Android users about dangerous fake VPN apps hiding malware that steals passwords, banking details and personal data from phones and tablets.

Apple's digital passport feature lets iPhone users breeze through TSA checkpoints this holiday season using Digital ID technology at 250+ airports.

A new phishing scam targets family photos with fake "Cloud Storage Full" alerts. Criminals steal credit card information through fake sites. Learn protection tips.

South Korean scientists create ultra-thin fabric muscles that turn clothes into robotic assistants, lifting 33 pounds while weighing under half an ounce.

Archer Aviation has acquired Hawthorne Airport for $126M to launch an LA air taxi network ahead of the 2028 Olympics, featuring AI-powered eVTOL operations and next-gen aviation tech.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Fake AI apps disguised as "ChatGPT" and "DALL·E" are flooding app stores with dangerous malware that steals data and monitors users without detection.

Fake buyers demand specific vehicle reports from unknown sites to steal credit card information from car sellers, but warning signs can help identify these scams before paying.

Android users can now manage apps across multiple devices more easily with Google Play Store's updated remote uninstall button in the latest update.

NASA's Perseverance rover discovers shiny metallic rock on Mars that could be a meteorite from an ancient asteroid, containing high levels of iron and nickel.

Holiday scams spike during Black Friday and Cyber Monday as criminals exploit your leaked personal data. Learn how to protect yourself from fake stores and phishing.

Commerce Department proposes TP-Link router ban over Chinese security risks. Learn how this potential prohibition could affect your home network and devices.

Hyundai AutoEver America suffered a data breach affecting 2,000 current and former employees, exposing names, Social Security numbers and driver's license information.

Washington court rules automated license plate reader images are public records, even when stored by vendors like Flock Safety, setting precedent for transparency.

Fake airline texts claiming flight cancellations are targeting travelers with convincing scams. Learn how cybercriminals steal personal data and credit card info.

Discover how iOS 26's new Adaptive Power feature automatically extends iPhone battery life by learning your usage patterns and adjusting performance intelligently.

New TikTok malware campaign tricks users into running PowerShell commands that download Aura Stealer, which steals credentials and authentication tokens.

Gaia Family offers fixed upfront pricing for IVF cycles with unlimited embryo transfers and financial protection, partnering with over 100 U.S. fertility clinics.

The Jetsons Act aims to position Pennsylvania as a leader in advanced air mobility by establishing regulations for hybrid ground-air vehicles.

Fake Geek Squad invoice emails are targeting users with convincing charges and urgent phone numbers to steal personal information and money.

Fox News Digital's artificial intelligence newsletter digs into a robot in Russia that faceplanted, George Clooney's alarm and OpenAI's rivalry with the New York Times.

Major data breach at Conduent exposes personal information of 10+ million people. Government contractor hit by cyberattack affecting Medicaid, child support systems.

Texas startup Janta Power raises $5.5M for innovative vertical solar towers that generate 50% more energy than traditional panels while using just one-third the land.

Digging out of Paper Clutter - part 1

Get Organized - Organization