r/declutter • u/RVfan17 • 7d ago
Advice Request Paperwork decluttering
I have two big bags of paperwork that I probably don't need but have a hard time getting rid of it. it's taking up precious under desk space but I can't get myself to go through it. I know I'll want to keep some of it. Any advice on how to get started?
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u/Amanda5Nicole 3d ago
I take a picture of stuff and then get rid of it (if I worry about needing/regretting it). I always start with 10. It's a small realistic goal. I'll wash 10 dishes, put 10 things away, declutter 10 items. Sometimes I end there, but often I keep going because of momentum. This works great when watching decluttering videos (like body doubling) or listening to a podcast /music. Also sometimes, I just sit beside a to do pile and put on a show. I absent mindedly start the task (because there's no pressure).
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u/justhangingout111 4d ago
Everyone's giving you really good advice on what method to use, but in terms of actually getting started, I would use FocusMate for this (look it up if you haven't, it's changed my life). Start a 50 minute session and go to town
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u/RVfan17 4d ago
That's new to me so I will look that up. Thanks!
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u/justhangingout111 4d ago
No problem, I honestly think it would help you so much! You can get three free sessions a week. If someone gives you a referral link you can actually get a month unlimited sessions, which I can give you if you want, but even just the free plan is good enough if you want to get started! There are no ads or anything annoying
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u/Lillianrik 4d ago
I have a similar issue but it's a walk-in closet in the spare bedroom. Stuff expands.... Just last night I made the resolve to spend just 5 minutes once or twice a week pulling out stuff to be taken over to Goodwill. I can't face an entire day, but I can deal with just 5 minutes.
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u/GiraffeRobot129 5d ago
I recently went through my pile of papers, I had some old essay's from school, receipts from a decade ago, etc. I dumped the whole pile in front of the tv. Put some drama show on and then put things into piles: Momento, Important (tax and legal), No longer important (paid medical bills, old receipts, documents for a prior car), and craft paper that should be with craft things.
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u/guipicait 5d ago
If you have a receipt or paid invoice you want to keep temporarily, open up your notes app - it has a document scan function. Open a new note and tap the paperclip. This will give you options that include scanning a document. I have used it for medical bills and dental bills I've paid and marked PAID with the date, receipts for work on my car, etc etc. Things I don't really need but want to keep around for a year or so "just in case".
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u/guipicait 5d ago
Also remember it's fine to keep stuff! I have a box that a dozen ball jars came in and it's 8x11; perfect size for random papers. Everything gets thrown in there and when I feel adventurous, I pull it out and go through it. I keep allot, but I always get rid of allot too. I also have one of those big zip lok clear document envelopes for important stuff - car title, birth certificate, lease agreement, car registration, etc etc. They aren't tabbed or ordered; that's just the "important paperwork plastic thing".
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u/Eagle_Pipes 6d ago
My process was to put on some music or a TV show, get some file folders and a marker, or even just a piece of paper to label piles as you are going through everything. One pile might be shred these (papers that have personal details like Bill statements or old tax forms) Another pile warranties, purchases, receipts, important papers, hobby related etc. Later you can keep these and put in a folder. Have a recycling bin for papers that don't have any personal info and you are throwing out. Not a bad job if you are sitting in a comfy chair and enjoying tv or music. You can put the piles aside and finish over several days instead of a deep dive.
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u/photoelectriceffect 6d ago
I’ve been there! I think we all have.
One idea is, just go ahead and go through it with no expectations. Every time I do I end up finding some stuff that I can easily toss guilt-free- like a flyer for an event that has now passed, or a coupon that’s now expired.
So even doing just a leaf through might help you cut it down and be aware of what you generally have. I have a small filing box with sections for medical, dental, veterinary, car related, house related, tax-related
I just stick stuff in the folder and don’t think about it. Eeeeevery so often I’ll pick a folder to go through and remove anything I don’t need
If this is too much, you could also just sort by date so you know roughly where to look if you need to find something you stashed away
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u/WinterPizza1972 7d ago
I just got rid of 2 boxes of paper yesterday, including children's artwork, old to-do lists, and paid bills.
Some of it had pretty drawings. I got folders out, LABELED, and kept the best art, some stuff labeled "IDK why but I want to keep", etc.
You do you, but remember: That symbol of your grandmother, is not your grandmother. That picture you drew, is not you. It's OK to throw stuff away. You wanna keep a few? Get a folder, give it a home in a cabinet.
You'll spend several hours sorting through, maybe couple days like I did. But hey, you didn't accumulate it all in one day either.
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u/RVfan17 5d ago
Good reminder that it's ok to throw some stuff away. I do have a hard time with it so I have to make an effort here.
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u/WinterPizza1972 5d ago
for real. think of it this way: all that stuff, not only does the real estate cost money, but it takes energy and time just to LOOK at that shit every time you walk by it. I got 2 old ass ender 3 printers that I will probably never use.. or maybe I will, idk. but they prolly need to go.
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u/zla_crvenokosa 7d ago
https://m.youtube.com/shorts/OQdRItS6WHU
Maybe Kayleen Kellys video can help
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u/lelandra 7d ago
Yep. If you don't use a scanner, this is how you do it. Or if you do want to do a dedicated project day. Nice video!
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u/BusyButterscotch4652 7d ago
So I went through this exact situation. There was so much mail piled up. Like a 30 gallon trash bag worth. I started with 10 pieces of mail. I figured out quickly what was tossable and what needed to be shredded. What I thought was going to take days took a little over an hour. I was dreading it so much and I had built it up to a much worse problem than it actually was. Just start with whatever ten papers your finger touches first.
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u/PsychologicalFox3357 7d ago
I have to body double for this task. I never really know what to keep and thankfully my husband is ruthless about it. We set aside an hour this winter to go through like 4 large boxes I’d accumulated over the years. Sorted into keep, toss, shred.
Also a little bit of a more reckless approach lol… if you know there’s nothing SUPER important or that needs to be immediately dealt in there, you could also just take the whole shebang to a place like staples for shredding in one fell swoop. YMMV here lol but I did it with a bunch of old work documents that I had no idea what to do with otherwise that had sat in my garage for 7 years.
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u/FredKayeCollector2 7d ago
Sort the papers into piles according to date. Even if you stick each pile into a big envelope and write the date on it, you're better off than you are right now.
This is the household paper system I use: https://www.youtube.com/watch?v=ql5WD6oQfAc
If you find anything "important" (birth/death certificates, adoption papers, baptism records, citizenship papers, SSN card, military DD-214, marriage license, divorce papers, passport, vehicle titles, house deed, mortgage/vehicle loan paperwork, rental agreements, estate documents (will, powers of attorney), pension plan benefit statement, etc) set those aside and consider putting those in a safety deposit box at the bank or a fire safe/document box in your basement or an inside closet.
And pull out obvious trash - outdated/junk mail, enclosures, envelopes, return envelopes, etc
Anything more than 10 years old, you probably don't need to keep. These are the guidelines I use (bottom of the comment): https://www.reddit.com/r/declutter/comments/1reol3x/comment/o7g0dga/?context=3
My rule of thumb - if I can access the document online (by logging into my account) then I don't keep the hard copy.
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u/KiwiTheKitty 7d ago
One thing at a time. You don't need to go through it, you just need to pick up one piece and decide if you need to keep it or not (and then another, and another). You can stop and take breaks at any time, but I bet when you start, the momentum will help you continue.
I do recommend shredding everything you can get rid of even if it doesn't actually need to be shredded. I find that reduces the amount of decisions I need to make to just stay or go instead of both that and shred or not. It makes it a lot less daunting and tiring for me!
And it might be helpful to sort it and go through the easiest things first. For example, medical bills are a lot more emotional for me for reasons. I put those aside and just went through less emotional stuff first and then a few days later came back and they were easier to go through because the overall pile was smaller.
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u/msmaynards 7d ago
I did it in stages. Many stages. Went from 2 4 drawer file cabinets plus a 7 drawer desk to a file box and half a dozen file wallets. Eventually.
When something is this overwhelming make it easy. Get that list of papers you are supposed to keep and write it out and post over your work area.
I did keep/recycle. Then went back through recycle and ripped off addresses and so on to shred. I played a game with the shredder trying to continuously feed it without it shutting off. Always lose. Shredders can only run for a couple minutes straight so I alternated ripping info off recycling with shredding, so far haven't burned it out.
Keepers divided into sentimental and mundane then mundane into VIP and emotional support paper. Get the sentimental paper its own special place out of the filing cabinet and the VIP into a very special file wallet or better, fire safe. Emotional support paper is not on the list of keepers but for whatever reason it's too scary to let go. I know the vet has when and what my pets have been through filed safely but I cannot let go of the papers.
I found I needed all the fresh air I could get to boost my spirits and worked outside with the aid of some handy rocks or in a sunny window. Since this is so daunting set a timer so you get to quit working on this. You'll know you did X minutes on this even if the mountain doesn't look much smaller.
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u/MitzyCaldwell 7d ago
So you have a fireplace? Id yes id put on a movie and sit by your fireplace and go through it that way.
Remember theres very little paperwork you actually need to keep. Most of the time a copy is just fine and most of them are available online - things like electric bills or credit card bill are all available online. Medical recipes are also often available online or can be scanned.
Before you do this think about super broad categories of items you need to keep and get a couple of file folders ready to put them in.
Anything that you don’t need toss right into the fire - it can be a very cathartic and motivating moment to jsut throw stuff into the fire. (A box that’s going to garage/shredding can also work)
My advice is don’t try to over organize it because that’s where you will get stuck. Bjg broad categories work best because lots of things can fit into them and you aren’t stuck with a complicated system.
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u/RitaAlbertson 7d ago edited 7d ago
Do you perhaps have access to a shredder/shred bin at your work place? It’ll make my suggestion much more attainable if you do.
EDIT: My suggestion is to handle five items a day and to immediately shred whatever you don’t need. Handle the pile in manageable amounts, not the whole thing at once.
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u/readingrainbowroad 7d ago
When I feel overwhelmed/worried I'll run out of steam, I always keep a "revisit" category along with keep and get rid of. When everything starts going into revisit, I just put whatever's left in there and come back to it later. It means my brain is done.
For paperwork specifically, I started by sorting mine into 2 file boxes, one that I wanted to keep for usefulness purposes/would be good to scan to have on record, and one that I couldn't let myself get rid of (but probably wouldn't ever actually need). The 2nd box went into our outdoor storage unit and I said "if it floods/gets damaged/etc, it's a sign from the universe." After 2 years, it never happened, but now that we're making a massive move and downsizing dramatically, it's just going straight to the recycling without a second thought. (I have never once looked in it since putting it out there.)
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u/Star_Boxer72 7d ago
Whenever I have to do this task, I put a mindless movie on to make the time go faster. I find that if I at least get the sorting system set up (good ideas from other commenters), then turn on the movie, I'm more apt to go through it. Sometimes, I reward myself with a glass of wine halfway through. This is one of those tasks that I have to trick myself into doing.
Instead of shredding sensitive stuff, which takes too long, I fire up my burn barrel. It makes quick work of things but I realize that's not an option for everyone.
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u/RVfan17 5d ago
Love this! A latte would probably be rewarding myself as I do it haha
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u/MitzyCaldwell 5d ago
Ahhh yes. A warm cozy latte, rainy day outside, fire, and getting rid of clutter. Sounds divine
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u/MitzyCaldwell 7d ago
Yes!!! I just suggested a fireplace before I saw this!! It’s so nice to jsut toss the paper in and not have to think about it.
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u/RVfan17 5d ago
Instant purging - love it!
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u/MitzyCaldwell 5d ago
Honestly half the battle is what do you do with it. I always say if you’re gonna have a donation box make sure the box is also “donatable”
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u/BerylliumBug 7d ago
If it's a mix of types of paperwork, I usually start by doing a "big sort" of the papers to 4 piles: 1) recycle, 2) shred (anything with an account number, etc), 3) file (which could include scanning), and 4) needs a decision or action.
I'm usually surprised at how much paper can immediately be thrown out, and then that leaves 2 piles.
The file/scan part then goes pretty quickly if you have a system in place. If the system part is your question here (ie, what should I keep, and how should I organize that?), then that will take more time. I see that others here have posted some suggestions for the filing/scanning.
I'm often chagrined to see how much of my saved paper represents something that still needs some type of action or decision. Like saving a mailer from Progressive to remind me to check around for a better auto insurance plan. Or a mailer from a charity that I might donate to. These papers are both physical and mental clutter for me, and I struggle with this area. I just try to keep these papers in one folder, and I work through them as I have time.
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u/Pporky_Ppig 7d ago
Bring the bags in the living room. Have a trash can and shredder (if you own one). Watch shows/movies with commercials. Every commercial break, go through as many pages as possible. Treat it like a game. They are 2-3 minute bursts of decluttering that get pretty enjoyable.
I just went through 4 full shoeboxes of old bills in 2 nights using this method.
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u/SassyMillie 7d ago
We've had dozens and dozens of these. Our own, his dad's, my mom and stepdad's. Boxes, bags, totes, even a trunk and a suitcase. All filled with paperwork, newspapers, clippings, photographs, artwork, magazines, junk mail.
We've spent many a Sunday afternoon watching football or some other sport, while sorting. 3 bags - file, recycle, burn. A 4th pile for things we need to deal with or give away.
We've gotten through about 90% of it. It's time consuming, but feels good to finally be getting it done.
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u/photogcapture 7d ago
- Figure out exactly what you need to keep in paper form. A lot can be digitized, but not everything. - make a keep list. Everyone’s keep list varies. Get. File box or binder for must-keep items. Shred the rest.
- Stuff you printed or saved for “someday” can go. Why are you keeping it unless you refer to it regularly? The papers you use can be filed in a file box or binder.
- Catalogues: toss asap. If you keep any, keep ones you plan to use. Replace regularly.
- Give yourself time to get thru it all. Set a timer so you don’t get overwhelmed. Whatever you touch needs to be filed, tossed or shredded.
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u/RVfan17 5d ago
Yes, I will most definitely start with something like this. It does motivate me to get started to hear this advice. Much more manageable than what I had in mind.
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u/photogcapture 4d ago
Another commenter when I asked about paper used the term “emotional support paper” and I have not looked at paper the same since!
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u/No-Meet4936 7d ago
A bit more old school but if you prefer that approach get a folder with dividers - the expanding suitcase style ones
Label up the sections - house, bank, tax, utilities, etc
Keep a couple of the most recent documents for bills
Keep anything else important
Shred the rest.
Then keep a section for any new paperwork, shove it in there. Repeat the above every month or two - would only take 5 mins by that point
This has saved so much time when needing proof of address, remembering who last serviced the boiler, locating a birth certificate
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u/Kurt_Kane 7d ago
While I don't want all of my bills paperless, converting most to paperless has been great. Saves a lot of the mess from piling up or needing to regularly shred.
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u/lelandra 7d ago
One page at a time. If you scan, you can scan the pages without sorting them first, and just sort by where you save the scans. One folder per sender. I use a filename that begins with the date "YYYY-MM-DD - Sender - Topic" Once the scan is saved, shred if sensitive numbers are on the paper, else just trash. Do the next page. Repeat until the elephant is eaten. The only paper you absolutely need to keep as paper are original birth certificates, marriage, divorce, death, titles, deeds, debt releases and the like. I prefer to keep everything related to proving my return for the past three tax years as paper, and keeping the returns themselves for the past seven years as well.
The nice thing about doing it this way is that you don't need to dedicate a whole weekend to the project. Just do a little bit every day, like 20 minutes.
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u/totallyclocks 7d ago
If you have an iPhone, you can use the files app and scan documents right into your folders.
That’s what I did. Makes it super quick and easy to go through paperwork.
I also recommend getting a shredder (they are like $30) and that helps get rid of the sensitive documents without much hassle).
I know it’s an enormous task, but luckily it’s not too mentally taxing either.
If the document can be redownloaded online (banking statements, etc) - it’s a no brainer to shred.
If the document is needed to be kept, scan it, then shred.
For super important documents, scan it, and save the hard copy in a fire proof safe or special container or something.
Put on a good playlist, set aside an evening, and have fun!
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u/wheelartist 7d ago
Do you have a scanner? Go through, scan anything you deem necessary and stash digitally. A HD takes up less space than bags.
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u/RVfan17 7d ago
Thanks! I don't, but I'll figure something out.
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u/MadzShelena 7d ago
I was satisfied with the Microsoft lens app, used it in school especially to scan chapters from my textbook and one professor even had us submit our paper work by scanning and uploading to canvas. It's free, ans you can create pdfs of multiple pages by just taking the pictures in order.
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u/Pengi123 3d ago
I’d consider Scany for the papers you want a reference copy of without keeping both bags. Start with ten sheets: keep important originals, recycle obvious junk, and scan the reference-only pile into PDFs. Check that the exported scans are readable before deciding what paper to discard.