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Paper clutter can be a huge source of frustration for many people. Often, we hold on to papers because we fear we might need them one day, so we are afraid to throw them out. Today, I cover 25 unlikely ways to declutter papers. Some of these I had never even heard of. Others are familiar. Plus, I’ll give you a list of papers you should never declutter. Decluttering papers can be challenging, but there are several unconventional methods that might help streamline the process.

25 Unlikely Ways to Declutter Papers

If you are new to the blog, welcome! I blog about cleaning, decluttering, and organizing. You can find my free printables to help you get organized in the drop down menu under the Printables category. Today, I’ll look at 25 unlikely ways to declutter papers.

25 Unlikely Ways to Declutter Papers

25 Unlikely Ways to Declutter Papers
  1. Digitalize and Shred: Scan important documents and store them digitally. Once scanned, shred the physical copies to reduce clutter.
  2. Use a Mobile App: Utilize apps like Evernote or Adobe Scan to capture and organize documents on the go. These apps can also convert images to PDFs.
  3. Paperless Statements: Opt for electronic billing and statements for your accounts to minimize incoming paper.
  4. Create a Command Center: Designate a specific area for incoming mail and papers with folders for different categories (bills, letters, receipts, etc.). Regularly sort through this area to prevent buildup.
  5. Monthly Purge Ritual: Set a specific day each month to review and discard unnecessary papers. This regular practice can help maintain control over paper clutter.
  6. Binder System: Use binders with plastic sleeves for storing important documents. Label each binder by category, such as taxes, medical, and insurance.
  7. Colored File Folders: Assign different colors to different types of documents. This visual system can make it easier to locate and manage papers.
  8. Shoebox Method: For sentimental papers like cards and letters, use a shoebox to store them. Once the box is full, review and decide what to keep and what to discard.
  9. Outsource Digitization: Hire a service to scan and organize your papers digitally, especially if you have a large volume of documents.
  10. Use a Label Maker: Label everything clearly to make it easier to find documents when needed. This can also help in maintaining an organized filing system.
  11. Set Up a Paper Station: Create a dedicated spot for incoming and outgoing papers. This can include a shredder, recycling bin, and filing system all in one place.
  12. Minimalist Filing System: Limit the number of categories and folders you use to avoid overcomplicating your filing system.
  13. Floating Shelf System: Install floating shelves in your office or workspace to create vertical storage for papers and documents.
  14. Mail Sorting Routine: Sort mail immediately as it comes in. Have designated places for bills, junk mail, and personal correspondence.
  15. Bulletin Board for Immediate Needs: Use a bulletin board to pin up documents that require immediate attention. Once addressed, file or discard them.
  16. Three-Box Method: When decluttering, use three boxes labeled “Keep,” “Toss,” and “Action.” This method helps sort papers quickly and efficiently.
  17. Digital Whiteboard: Use a digital whiteboard to keep track of important information and reminders instead of sticky notes and paper lists.
  18. Repurpose Household Items: Use magazine holders, old shoeboxes, or kitchen organizers to sort and store papers.
  19. Bullet Journaling: Incorporate important notes and information into a bullet journal, reducing the need for loose paper notes.
  20. Cloud Storage: Utilize cloud storage services like Google Drive or Dropbox for easy access and organization of digital documents.
  21. Recycle and Compost: Recycle paper that is no longer needed, and compost non-glossy papers to reduce waste.
  22. Mind Mapping: Use mind mapping techniques to visually organize information and reduce the need for multiple paper documents.
  23. Portable File Box: Use a portable file box to keep essential documents in one place, making it easy to access and transport if needed.
  24. Virtual Address Book: Maintain contact information digitally instead of keeping paper address books or business cards.
  25. Photograph Receipts: Take photos of receipts for record-keeping, then dispose of the physical copies to avoid clutter.
25 Unlikely Ways to Declutter Papers

What papers do experts say you should never declutter?

Experts typically advise keeping the following types of papers:

  1. Birth and Death Certificates: These vital records are essential for various legal processes and should always be kept in a safe place.
  2. Social Security Cards: This document is crucial for identification and should be stored securely.
  3. Marriage Licenses and Divorce Decrees: These documents are needed for legal, financial, and family matters.
  4. Passports: Valid or expired, passports serve as proof of identity and citizenship.
  5. Wills, Trusts, and Powers of Attorney: These legal documents outline your wishes and should be readily accessible.
  6. Medical Records: Important medical history, immunization records, and any documents related to ongoing treatments should be retained.
  7. Insurance Policies: Keep copies of all active insurance policies, including health, home, auto, and life insurance.
  8. Property Deeds and Titles: Documentation for any real estate or vehicles you own is crucial for proof of ownership and for any transactions.
  9. Tax Returns and Supporting Documents: Experts recommend keeping tax returns and related documents for at least seven years in case of an audit or other tax-related issues.
  10. Retirement and Pension Plan Documents: These are essential for tracking contributions and distributions and planning for retirement.
  11. Investment Records: Keep documentation for stocks, bonds, mutual funds, and other investments to track performance and for tax purposes.
  12. Loan Documents: Retain paperwork for any active loans, including mortgage, student, and auto loans, until they are paid off and possibly longer.
  13. Estate Planning Documents: Any documents related to estate planning should be kept securely and updated regularly.
  14. Education Records: Diplomas, transcripts, and other significant educational records are important for job applications and further education.
  15. Employment Records: Keep copies of employment contracts, performance reviews, and other significant employment-related documents.
  16. Business Documents: For business owners, keeping all important business documents, such as licenses, permits, and financial records, is essential.
  17. Legal Documents: Any legal agreements, contracts, or court documents should be kept for reference and legal protection.
  18. Adoption Papers: These documents are essential for legal and personal records.
  19. Military Records: Keep all military service records, including discharge papers (DD-214), for benefits and personal records.
  20. Loan Payoff Statements: Keep proof that loans have been paid off, including final statements and letters from lenders.
  21. Vehicle Records: Maintenance records, repair receipts, and warranty information should be kept for your vehicles.
  22. Household Inventory: A detailed inventory of your home’s contents, especially for insurance purposes, should be maintained.
  23. Intellectual Property Documents: Keep any patents, trademarks, or copyrights you own securely.
  24. Tax-Related Correspondence: Any letters or notices from tax authorities should be kept until issues are resolved.
  25. Bankruptcy Documents: If you have ever filed for bankruptcy, retain all related documentation permanently.
25 Unlikely Ways to Declutter Papers

Maintaining organized records of these documents in a secure, easily accessible place is crucial for legal, financial, and personal reasons. Consider using a fireproof safe or a secure digital backup to protect these essential papers.

25 Unlikely Ways to Declutter Papers