If you have too much paper clutter you are not alone, paper clutter accumulates quickly and can be totally overwhelming if you don’t deal with it daily. Before we could digitalize our documents, we had to hang on to a lot of paper. But with current technology it is easy to get it under control.

To reduce paper clutter and get organized you can move to a paperless system where you store and organize your important documents and files digitally, rather than saving the physical copies. This not only eliminates a lot of paper, but a paperless system also makes it easy to find exactly what you are looking for on your phone and computer.

To get started go through all your existing paperwork and make three piles.

1. Throw away
2. Scan and throw away
3. Scan and keep

The throw away pile is anything you no longer need, you probably don’t need a utility bill from 10 years ago or a receipt for an appliance you no longer own.

The scan and throw away pile is anything you need a digital copy of but can safely toss the paper copy.

The scan and keep pile contains any documents you must keep which can include birth certificates, Social Security cards, marriage and divorce certificates, passports, driver’s license, insurance policies, the deed to your home, health insurance cards, immunization records, several years of tax returns, credit & debit cards, wills and trusts and other important papers. Scan them and keep the originals in a fireproof safe. It’s important to have a digital copy of these documents even though you are keeping them. If the original is lost or stolen it will be easier to get a replacement if you have a digital copy. And often, we are asked to provide information contained in these documents when conducting business and personal transactions. The digital copy allows you to easily access those documents from your phone and computer while you are away from home.

Decide on a Filing System

Decide how you will store your files and organize them in a way that makes sense. Create folders with meaningful names to store your files in, for instance, Utility Bills, Medical Information, Tax Documents, Automobile, etc. and give each file a name that briefly describes the contents and use the same file naming structure for all files, for example. DD-MM-YYYY Sams Club receipt, DD-MM-YYYY Charles Schwab statement. Using a date at the beginning of the file name allows you to easily find what you are looking for. If you store the files locally on your computer and then sync them with cloud storage you will be able to access them on all your devices. Keep the main copy of everything on your computer which is completely under your control and have a backup plan in place the runs on a schedule.

Digital Notes & Lists

Use a program like Google Keep or Evernote to manage your notes and lists. The apps can sync across all your devices, and you can share information with others. No more lost lists or post-it notes scattered about.

Print to PDF

Use the Print to PDF tool on your Windows computer to convert anything on your screen to a PDF file. When you choose the print menu in any program select the Print to PDF option and click the print button. It is not an actual printer but a converter that creates a digital copy.

Digital Calendar

Instead of writing down appointments and events on a wall calendar use Microsoft, Google or another web-based calendar. You will get popup reminders, and you can create and edit appointments from anywhere, you can share the calendar with others making it easy to keep your schedules synced and organized.

Scan to Computer

Use the scanner attached to your computer or use a scanning app on your phone to scan and save documents. Scan receipts, invoices, photos, and anything else you have a paper copy of that you want to digitalize. You can save the scans to your computer and also to an online storage location so that they are easily accessible on all of your devices.

Having a digital copy of everything important can come in handy in so many ways. Maybe you are at the doctor’s office and need a copy of your immunization record or you are at the car repair shop and need a copy of your vehicle’s maintenance record. When everything has been digitalized you can retrieve the information from anywhere.

Setup a system so that any new mail, receipts, invoices and other documents are scanned as you get them. When you go through your mail each day scan anything you need to keep, scan your receipts when you leave the store, if you drop off a return at the USP store scan the tracking ticket. If you get in the habit of scanning everything right away paper clutter will not accumulate.

Online Banking and Electronic Payments

Online banking lets you access your accounts at any time. You can download statements, transfer funds, track spending, pay bills and eliminate the need for paper checks.

E-Bills and Statements

Sign up for electronic billing and statements with your bank and financial institutions, utility companies, insurance providers and others you do business with. This eliminates paper clutter and reduces the chances of mail theft. Your statements and invoices will be emailed to you and available online.

Cloud Storage

Most email providers offer a limited amount of free cloud storage. Cloud storage is a great way to back up your important documents and photos and share the information with other family members. You always want to retain an original copy on your computer, but computers fail and having a second copy in the cloud ensures you will be able to easily access and recover your files if needed. It also allows you to access your files from anywhere.

Use Kanopy, Hoopla & Libby

Kanopy and Hoopla are two free services made available through public libraries and universities. Both offer free movies, documentaries, and TV shows, all you need is a library card or your university credentials to log in and borrow content.

Libby is a free app by OverDrive, you can use it to borrow eBooks, audiobooks, newspapers, magazines, and more from your library.

All these services are completely free and anyone with a library card can use them. Instead of buying books, magazines and newspapers read them on your eReader, computer or phone. /2025/04/04/using-kanopy-hoopla-libby/

Safe Paper Disposal

Purchase a shredder and shred anything confidential before you throw it away.

Remove Yourself from Mailings

Remove yourself from lists for insurance and credit offers using OptOutPrescreen.com.

If you receive catalogs and advertisements in the mail look for contact information on the mailing to opt out or visit their website and look for an unsubscribe option.