Five Tips for Paperwork

I'm a self-admitted collector of information and am more comfortable saving tangible paper than working off of the computer. My file cabinets fill up quickly and I always feel like I'm catching up. Any suggestions on how to better organize the papers?

-Albert from Killingworth

Having many interests and hobbies can lead to the overwhelming desire to collect and catalog paperwork. I often observe a fear of letting go of facts, information sheets, articles that one hasn't had a chance to read, and ideas, recipes, and other inspirations that the person never has time to go back to and follow through on. In an effort to keep the paperwork, people often devise complex systems to catalog it. These become so overwhelming to follow in their intricacies that they end up with piles of information that aren't easily accessible. Suddenly the paper takes up space, but fails to provide any utility. But letting go of it is an option people will not face for fear of losing something valuable or useful.

Here are five ways that you can help establish the boundaries you need to keep a reasonable amount of paperwork and find more joy out of your resources.

1) Cut down on magazine subscriptions and email newsletters. If the information isn't coming to your door, you won't be compelled to keep it. While there's a wealth of information to be gained from professional journals and magazines, it's a difficult goal to set for yourself to get through so many each month. If you find you're two months or more behind on the majority of your subscriptions or that you're deleting email newsletters more than reading them, it's time to unsubscribe and take the pressure off.

2) Pick the interests that are the highest priority to you and commit to them. I personally love doing crafts in my spare time and would do as many as I could if I had the time. But I know that I don't, so I've committed wholeheartedly to one, knitting. With any hobby or interest, it's easy to want to know about everything and try it all, but if you can focus in on the ones that are most important to you it's much easier to identify which information is worth saving and what isn't. You must be ruthless in your decisions or you'll continue to fall into the same pattern of filling more drawers, file cabinets, and flat surfaces.

3) Keep your storage system simple. When filing paperwork, be careful about making too many categories. I often see people making their filing systems so complicated and detailed they can't remember where they put something. Try to keep your categories general, like Travel, Boating, Photography, etc. If you must make sub-folders to find information, make those general, too. When you start labeling folders by the title of the articles you're filing, you may find that filing is arduous and ineffective.

4) Schedule time to read and file. Often if we don't make the time for filing and reading, they'll be the last tasks we'd ever choose to do. I tell my clients to schedule tasks they often procrastinate instead of doing. It's also a good lesson in understanding the reality of your schedule. If you can't find time in your schedule to sit and read a magazine, you'll have a better understanding of how many pieces of paper you should be holding on to. It can be freeing when you can just say, "I don't have time; I can let this go."

5) Take a computer class. If you're uncomfortable with the computer, taking a class may help you find a way to harness information without filling up your house. The advantages of using a computer for information-gathering are numerous if you can avoid the temptation to continue hitting print to save paperwork. Being open-minded to this technology can open new doors. Check your local newspapers, adult education, and community college listings to find a class that can help you feel more comfortable storing information on the computer.

Kristin Mastromarino is a professional organizer and owner of Livable Solutions Professional Organizing and The Organized Lifestyle retail store in Guilford (www.theorganizedlifestylestore.com). You can email her your questions at kristin@livablesolutions.com.