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

shuttle from O'Hare Bingham .. Lockport Chicago limo O’Hare

In The News:

Attackers use caller ID spoofing and AI voices to steal money. Tech expert Kurt “CyberGuy" Knutsson provides seven ways to protect yourself.

Tech expert Kurt “CyberGuy" Knutsson talks about the Genesis GV60 MIV, an electric rescue EV with snow tracks for extreme missions.

Tech expert Kurt “CyberGuy" Knutsson helps you ensure a smooth online experience with a reliable, secure home network setup.

Kurt “CyberGuy" Knutsson talks about Vollebak’s Shielding Suit, which blocks EM radiation, infrared and tracking for privacy.

Even Apple products are vulnerable to cybercriminals, and a new report suggests the owners of Mac products will have to be more vigilant this year.

An inflatable six-person tiny house from a firm called 2001 looks like a space station with its inflatable dome that is transportable and eco-friendly.

Scams cost Americans an estimated $159 billion every year and average about $3,500 in losses per victim. The CyberGuy has advice to protect yourself.

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

Zeekr and Waymo are joining forces for the world's first mass-produced autonomous vehicle, combining an electric vehicle with self-driving technology.

A humanoid robot training center has opened in Shanghai, a big step in China's efforts to become a global leader in robotics and artificial intelligence.

Security experts have discovered that hackers are targeting apps on the App Store to spread malware that steals information from saved screenshots.

A new luxury SUV combines military-inspired design and high-end luxury transportation and includes two military-grade gas masks to protect against chemical warfare.

80% of stalking victims are tracked using tech. GPS trackers, like AirTags, are among the most popular ways to do it. Here's how to protect yourself.

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

Kurt "CyberGuy" Knutsson explains how to protect yourself against artificial intelligence-fueled romance scams, which have become the most common type of fraud in 2025.

Kurt "CyberGuy" Knutsson explains the steps to declutter text messages on a Mac or iPad. Apple offers ways to do this more efficiently.

Here's how to take control of the algorithms on Facebook, YouTube, Instagram and TikTok if your social media feeds aren't showing you content you want to see.

Beware of iCloud scams using urgent messages. Tech expert Kurt “CyberGuy" Knutsson helps you spot the red flags to protect yourself.

Travel abroad worry-free with these top translation apps for travelers. Tech expert Kurt “CyberGuy" Knutsson highlights some favorites.

The European Space Agency's Euclid space telescope was going through preliminary tests in September 2023 when it captured images of an Einstein Ring in a nearby galaxy.

Tech expert Kurt “CyberGuy" Knutsson says hackers are using Microsoft Teams for phishing, vishing and quishing via social engineering.

Red light camera tickets: Not liable to ID the driver; some are fishing expeditions. Tech expert Kurt “CyberGuy" Knutsson helps you fight back against tricky fake tickets.

The apps collecting the most data about you are among the most widely used. Kurt the CyberGuy takes a look at 20 of these apps and how you can protect personal information.

AST SpaceMobile of Texas is developing the world's first global cellular broadband network that can connect directly to your smartphone without special equipment.

Community Health Center, a Connecticut-based healthcare provider, has disclosed a recent data breach affecting over 1 million people in the U.S.

Digging out of Paper Clutter - part 1

Get Organized - Organization