25 minutes: the time expert says is enough to start sorting paper

Professional organizer Kacy Paide recommends limiting paper sorting sessions to 25 minutes to maintain momentum without causing fatigue. She has worked in the field for more than 20 years and specializes in helping clients manage document clutter. Paide emphasizes that individuals control their own pace, noting that there is no single correct method for organizing files.

The process begins with the documents already visible in the home, such as piles on a desk or dining table. Paide advises against starting with items stored in garages or office closets. She explains that urgent items requiring action are typically located closest to the person. The first step is to separate these visible documents into two distinct groups: active and inactive.

Active documents require immediate follow-up, such as paying a bill or making a phone call. Inactive documents do not require action and include items like receipts, birth certificates, or sentimental cards. Paide suggests setting inactive papers aside for later review. For active documents, she recommends marking the due date boldly on a sticky note using a permanent marker and attaching it to the paper. She advises using specific dates, such as "due by Nov. 15," rather than vague labels like "urgent," to preserve the meaning of the deadline.

Creating a filing system for long-term storage should reflect personal preference. Paide notes that there is no single best way to organize documents, which may include passports, tax records, medical files, and product manuals. She prefers using simple file folders labeled with sticky notes and permanent markers. This approach allows for easy relabeling if the organization strategy changes. She also recommends placing essential documents, such as passports and marriage certificates, in a brightly colored folder positioned at the front or back of a file box. This placement, which she describes as a "bookend," ensures these items are easy to find without rummaging through other files.

Paide suggests using attractive file boxes stored on bookshelves to create a visual filing system. She describes this method as both beautiful and approachable. The goal is to create a system that the user will actually maintain. She advises against using complex or overly rigid structures that may discourage future use.

Deciding which documents to keep or discard is a key part of the process. Paide suggests asking oneself under what circumstances a specific document would be needed. Not all papers require shredding. According to the Federal Trade Commission, documents containing sensitive information such as account numbers, birth dates, passwords, signatures, or Social Security numbers should be destroyed to protect against identity theft. Paide acknowledges that some people feel the need to shred anything with their name and address on it, but she notes that this is not always necessary.

For sentimental items, such as old letters or divorce papers, Paide recommends involving a family member or friend. She advises people to "voice those thoughts" while sorting through these difficult documents. In her experience, individuals reach a decision about whether to keep or toss such items "shockingly fast." This collaborative approach helps manage the emotional weight of the task.

The final step involves maintaining the system over time. Paide stresses that organizing is an ongoing process rather than a one-time event. It requires regular maintenance and adaptation. By starting small and using specific, manageable time blocks, homeowners can reduce the stress associated with paper clutter and create a sustainable organization method.