Destroy papers with account numbers and Social Security details: a stress free guide to organizing important paperwork and documents

Start With Nearby Paper

Kacy Paide, a professional organizer who has worked with clients for more than two decades, says people can choose their own pace. There is no need to rush or follow a particular organizing method.

Begin with papers around a desk or dining table rather than tackling storage areas farther away. Paide says documents needing immediate attention are often the ones closest to hand.

Sort the papers into active and inactive groups. Active documents need follow-up, such as a call or bill payment; inactive ones include receipts, birth certificates and sentimental items.

Make Deadlines Specific

For active paperwork, Paide recommends writing the deadline on a sticky note with a permanent marker and attaching it to the document. A clear date can make it easier to see what needs attention and when.

She suggests specific wording, such as “due by Nov. 15” or “start no later than 12/1,” rather than vague labels like “urgent.” Inactive documents can be filed or set aside for later review.

Build a Usable Filing System

Documents people may need to keep include passports, birth certificates, product manuals, tax papers and medical records. Filing can involve labels, colors or alphabetical order, but Paide says the best system is one a person will use.

She suggests placing passports and marriage certificates in a brightly colored folder at the front or back of a file box. Simple folders and sticky-note labels can be reused if the system changes; attractive file boxes can also be stored on bookshelves.

Decide What to Keep

When unsure whether to keep a document, Paide suggests considering when it might need to be produced. The Federal Trade Commission advises destroying papers containing sensitive details to help protect against identity theft, including account numbers, birth dates, passwords, PINs, signatures and Social Security numbers. Paide says people can shred according to their comfort.

For sentimental or difficult papers, such as old letters, divorce papers or greeting cards, Paide suggests asking a friend or family member to help sort them. Talking through feelings about the papers may help people decide whether to keep or discard them.

Organizing does not have to happen all at once. Paide recommends starting small, working for 25 minutes at a time if needed, and treating paper management as an ongoing process that may require changes.