How to Declutter Paper and Keep It Under Control for Good

Paper clutter is one of the biggest organizing problems in our homes – even in our digital world. Every piece creates anxiety: Should I keep it? Is it valuable? Sentimental? Safe to throw away? Even when we can upload documents and find manuals online, there’s something nerve-racking about tossing paper.

But when piles start consuming your counter space and files overflow your drawers, it’s time to take control. Learning how to declutter paper and create simple systems to manage it will stop the overwhelm for good.

Below are 12 practical tips to help you declutter paper clutter and keep it under control.

Why Paper Clutter Piles Up

Paper clutter is an issue most everyone deals with. Even in our digital world we receive so much paper in our homes. We all have bills, mail, receipts, important documents, birthday cards, and a variety of other papers that are part of daily life. Our world revolves around information in this format, and this is especially true if you have children still at home.

With the influx of paperwork it’s no wonder the clutter adds up creating a sense of overwhelm with how to manage it all.  You don’t want to lose or get rid of anything important yet you don’t want piles of paper collecting dust around your house.

The good news is we can control the paper clutter and keep our sanity! If you are tired of shuffling all the papers around and want to declutter it for good, utilize the tips below on how to declutter paperwork and create systems to manage it.

Why Decluttering Paper Matters

Let’s pause for a minute and consider why it’s worth your time to declutter paper. I mean, after all, it’s just going to keep coming in isn’t it? Yes, paper will continue to enter your home but there are benefits to keeping it under control.

• A paper declutter limits the clutter hotspots that take up space in your home.
• You stay more organized with fewer papers floating around.
• You save time by not having to frantically look for papers when you need them.
• You feel less overwhelmed with all the reference material and feel confident you don’t need all this information taking up physical and mental space.

12 Ways to Declutter and Manage Paper

Ready to tackle those paper piles? These 12 strategies will help you declutter what you have and create systems to manage what keeps coming in. You don’t need to use all of them – pick the ones that fit your needs and start there.

1. Limit what you have

Very simply the first step is to limit the amount of paper you have – start with the mindset that you are willing/okay to throw things away.  You do NOT need to keep every instruction manual, reference sheet or catalog.  Most everything is available online or a duplicate can be obtained; often the paper you keep is not ever even needed. Start with this mindset of letting go and your paper declutter will be off to a great start!

2. Have a paper “spot”

Have a designated spot to contain paper until you have a chance to review it.  This way it has a place to land as soon as it enters your home instead of random locations making it extra difficult to locate when needed.

Ideas for a paper spot

• Have a spot on your entryway or foyer table as a drop zone for incoming mail.
• Use a large decorative tray to house kids’ artwork, permission slips, homework reviews, etc. until you are ready to review it.
• Keep an envelope on hand to hold coupons and receipts.
• Use a vertical magazine holder for catalogs and magazines.

3. File digitally

File papers digitally, not physically.  Use your computer to house important documents that can be scanned or received electronically.  Keep folders on your computer’s desktop labeled by category or family member name.  

You may want to consider purchasing a home printer/scanner. This has been a highly used item in our home! You can scan documents wirelessly to your computer and recycle or shred the original. There are also phone apps available now for this, making it super easy to take an image, save and share an important document.

Oftentimes paperwork has a website link, such as a reference article, recipe, questionnaire, instruction manual, etc. These web links can be “filed” digitally using your Internet browser bookmark page or Google Keep or Google Docs. Both super easy, excellent apps within a Google account (free to use).

4. Filing short-term papers

For short term, quick reference files (i.e., tonight’s recipe, bills due, letters to read, school forms to sign) keep an upright file cabinet in a convenient location.  Use colorful, attractive file folders and label them.

Ways to label short-term paper files

• By time/date: urgent, for later
• By subject: recipes, bills, forms, cards
• By person: Johnny, Sara, Mom, Dad

5. Filing long-term papers

For long-term, important files such as housing documents, medical records, birth certificates, etc. use a basic three-drawer file cabinet.  This type of paperwork is more confidential and needs to be held for longer periods of time so you’ll want a sturdier way to store it. For reference on how long to keep certain records, this Forbes article is helpful. Review long-term paperwork yearly and properly discard what is expired or no longer needed. 

6. How to file

File paperwork alphabetically and/or breakdown categories into smaller ones (i.e., instead of just a file called “housing documents” make unique file folders for bills, deed, maintenance records, etc).  Be specific so you can find what you are looking for when needed or when decluttering the paper files. 

Do not use just one big miscellaneous file folder – things get lost in the shuffle you forget what’s in there and it just piles up. Separate documents into different file folders at least by broad subject matter.

7. Keepsakes and memorabilia

So what about the special papers? The cards from family members or drawings you can’t live without? I know it is hard to declutter paper keepsakes and memorabilia. For special or sentimental papers such as cards from loved ones, Santa notes, ticket stubs from important events or achievement certificates use a sturdy plastic tub with a lid for each family member.  Label with name and keep in their room. If you prefer something a little more special for the special papers, use a memory box.

8. Coupons

Love cutting coupons?  Keep all paper coupons in one plastic envelope or just a Ziploc baggie. If you can’t remember to bring coupons when shopping, keep the baggie in your car. Even better, avoid paper coupons altogether and clip them digitally. Many retailers offer an app for your phone where you can clip and save coupons.

9. Store receipts

Limit paper store receipts by asking if they will email it to you. Many retailers offer this option. Or if you don’t intend to return the item or need to keep a financial record of what you’ve spent, decline the store receipt entirely. The best way to declutter paper is to limit how much you allow (see tip #1)!

10. Use the internet

Use Google or AI chats for reference papers.  There is no need to keep appliance manuals, furniture assembly instructions, insurance coverage, etc…the internet houses all of this.  You can usually find those documents online (if you ever need them). 

Recipes, art lessons, etc can be saved electronically by using Pinterest or the bookmark tab on your Internet search browser.  Google Keep is also an excellent function for keeping track of links to online documents.  You don’t need a hard copy of everything and once you let go of the paper clutter in this way, you’ll be surprised by how little you refer to it!

11. Clean out file folders

Declutter paper file folders frequently.  Keep paper to a minimum by regularly cleaning it out.  Review your short term file folders once a month or so and recycle what is no longer relevant or the date has passed.  Review your long term documents yearly.

12. A 15-minute declutter

If the paper clutter gets away from you and continues to pile up, take 15 minutes to gather it all and give it quick declutter to feel less overwhelmed.

A quick strategy for decluttering paper

• Create three piles: keep, recycle and shred.
• Keep anything truly important
• For items to keep, house them in their proper spot (using suggestions above)
• Recycle the junk or expired papers
• Shred anything confidential or super personal (by hand or with an electronic shredder if excess to one) 
• Don’t overthink or labor over decisions about what to keep, remember you have a system in place to manage the paperwork by using the tips above!
• Remember the mindset from tip #1 — you do not need to keep everything

Best Paper Organizing Tools

Below are a list of helpful paper organizing tools: simple, effective and worthwhile to use at home for managing your paper flow.

• Colorful File Folders – Make filing less boring with folders you’ll actually use
• Decorative Storage Box – Store keepsakes and memorabilia in style
• Rectangle Table Tray – Use to contain loose papers, artwork, catalogs, etc
• Desktop File Organizer – Keep short term papers organized and visible

Keep Paper Clutter Under Control

Paper will always enter your home, but it doesn’t have to take over. Pick 2-3 strategies from this list and start building your paper management system today. The key is consistency – deal with paper as it comes in, file what matters, and let go of the rest. Your future self will thank you when tax season rolls around and everything is exactly where it should be.