Eliminate Paper Chaos
 

Do you struggle with how to organize, store and retrieve paper and other forms of information?  If so, you are not alone.  I believe that paper and other forms of information are some of the most difficult items to organize.  Why?  Because there are countless ways for you to organize and store this information. 

It’s not just about organizing the information that is important; equally important is the ability to ‘retrieve’ the information when you need it.  Think about it.  Why do you leave papers and other information lying around or spread across horizontal surfaces?  Because you might tell me that it’s easier to find this way or because you can put your hands on the information faster.

In my experience, I will often disagree that it’s easier or quicker to find this way – especially when we are talking about large quantities of paperwork.  Over the years, I’ve had clients tell me that they know exactly where everything is when I am working with them, only to have it backfire later when I ask about a specific document and they can’t put their hands on it.  No, it wasn’t a trick question I was asking; typically it’s because they made a statement about something else, which lead me to ask the question and hence the mad scramble to find the document in question.

Last week alone I worked with six new paper management clients – and everyone was in the same boat, a boat that was sinking with massive volumes of paperwork, individuals completely overwhelmed at the thought of how to begin the process and what to do with all of the information.  The commonality among all of the clients is that close to 90% of the information (paper, files, journals, articles, magazines, information printed from the Internet, bills, company memos, and more) was no longer needed.  Bins and bins of recycling and shredding were eliminated and along the way….some signs of renewed hope that you CAN file the most important items and STILL be able to retrieve this information at a later date.

I know what you’re thinking….paper and other forms of information are painful to organize, boring and time-consuming.  You’re right – it’s not the most exciting activity; but the rewards of being able to put your hands on information when needed and not recreate it, finish a project by a deadline and keeping your boss happy, or not paying late fees on bills are just some of the benefits you will enjoy.

Before you dive in, here are a few things to keep in mind. 
 

 1.  Paper and information that MUST be kept typically is because it is either for financial or legal reasons.  It doesn’t mean that you need to keep ALL of it however.  There are guidelines you can refer to such as Publication 552 (Record Keeping for Individuals) from the IRS that will be a big help. 

Here are some financial and legal questions to ask yourself

• Is there a tax-related or legal reason to keep it?
• Am I legally required to keep it?
• Does it belong to me?
• What will it cost to keep, store, and maintain?
• Does it take more time and effort to manage than it is worth?
• Will this help make or save money?

2.  There is a category of paperwork or information that I refer to as “Vital Records” which are documents that would be time-consuming and difficult, if not impossible to get your hands on again.  These are items such as passports, work visas, immigration papers, birth certificates, transcripts, marriage certificates, POA’s, a will, and many more; but you get the idea.  These are items that need to be kept in a safe and secure location; such as a fireproof box or a safety deposit box.  However, be aware that not all of these documents should be stored in a safety deposit box because of who has access and the hours that you are available to access documents in case of an emergency.

Items that should not be placed in a safe deposit box

• Anything you would need in an emergency
• Will
• Living Will / Medical Directives
• Funeral or burial instructions – in case you need them over the weekend
• Power of Attorney Originals
• Passports – in case you need to take a sudden trip outside the country 

Memorabilia Questions

• Do I have anything else that reminds me of this (event, person, or time)?
• Do I love it?
• Am I honoring and enjoying it?
• Where did it come from/who gave it to me?
• Am I keeping it because someone gave it to me and I'll feel guilty if I get rid of it?
• Does it make me happy?
• Does it make me unhappy to see it?

The first step in the process is to “Make the Time” for this project.  As all of my clients said to me last week, it wasn’t as hard they thought – once they had set aside the time and we determined a place to start.  Sometimes knowing where to start and how to go about the project is the most difficult.  Don’t let yourself become overwhelmed.  Just pick up a stack of paper and for 20 minutes, sort through it and determine what you must keep and/or want to keep.  The key is to make quick decisions and be realistic.  Set aside the papers and/or information you are keeping – that is what you will organize in the near future into your new systems.  I bet you’ll be surprised at what you end up keeping and need to organize and store for future retrieval.

May your paper chaos soon be eliminated!

P.S.  If you get stuck and you need some help getting started, give us a call – we’d be glad to help.  While we are based in the greater Seattle area, we travel all over the country as well as working with our clients remotely.  425.670.2551

P.S.S.  Office Max is now offering shredding services for .59/pound.  For about $3.25 you can shred 500 sheets of paper – which is equal to a ream of paper. 

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