February is “Archive Your Files Month.” What better time to do it than now, after you have received year-end statements, W-2’s and other documents from the previous year? You may ask, “Why do I need to archive?” Professional Organizer, Dawn McCloskey of Ultra Organized says the answer is simple: to reduce the paper clutter on and around your work surface to create a stress-free environment. Eighty percent of what we file will never be referred to again, which means we use 20% of all the paper we save!

People tend to keep financial records, personal files, outdated magazines, clippings from newspaper and magazine articles, and children’s paperwork because they “might need it” when, in actuality, much of it can be trashed or stored elsewhere.

As a general guideline, taxes should be saved for a minimum of seven years as the IRS can challenge your return six years after you file if your gross income is underreported by 25 percent or more. When you file taxes for the current year, shred the oldest file so you consistently have seven years of documentation. If you are applying for a mortgage, you will need to provide a three-month history; otherwise, bank statements can be destroyed. Consult your accountant or an attorney for records retention guidelines.

As you sort through the paper, ask yourself, “Do I really need this? When will I use it? Can I get it again, rather easily?” Documents that can be tossed without much thought are out-of-date articles, receipts not needed for tax purposes or warranties, original drafts of documents (keep final copies) and all but the final, end-of-year report card.

Files that you need at your fingertips can be stored on your desk; while active files can be stored in a drawer or filing cabinet. Archived files are very rarely accessed and can be stored in a labeled box, noting the contents and a date when the files can be destroyed. By labeling the box clearly, you won’t waste time locating a document if you ever do need to retrieve something for future reference, or when you are destroying documentation after the retention period.

After you have purged/archived paper you don’t need, create files for the current year. There are many different ways to file; the best one is dependent upon your personality, what makes “sense” to you and if anyone else uses the files on a regular basis. McCloskey recommends a color-coded system such as “Freedom Filer” which has preprinted labels and takes the guesswork out of where to file documents. Other, similar filing systems are available at office supply stores.
 
Children’s paperwork can be archived at the end of the school year. Children have as much, if not more, paperwork as adults. Designate a file box or drawer for each child. Create hanging folders: artwork, school work, report cards, and greeting cards/other mail. If the child is old enough to read, make it his responsibility to file everything into one of these files. Generally, final report cards have grades from the entire year on them, so it’s not necessary to keep every report card. At the end of the school year, you and your child can set a predetermined number of pieces of paper that will be kept from each subject. One option is to punch holes in the papers or slide them into sheet protectors and store them in notebooks – one for each year. Another option is to place the papers in a labeled Kraft envelope and archiving it in another area.
 
Archiving, setting up new files, and the act of filing can be overwhelming and tedious. Don’t hesitate in contacting a professional organizer to help you create a system that works for you.

Additional suggestions for becoming organized and reducing clutter can be obtained by contacting Dawn McCloskey at 770-844-1049 or dawn@ultraorganized.com.
 
Dawn McCloskey is a residential professional organizer and founder of Ultra Organized, LLC in Cumming, Georgia. The mission of Ultra Organized is to create order from chaos by creating customized solutions in people’s homes. Ultra Organized helps people get control of clutter in their existing homes or before listing a house with a realtor, and provides unpacking and organizing services to new homeowners. McCloskey is a member of the National Association of Professional Organizers. For more information, call 770-844-1049, email dawn@ultraorganized.com or visit www.ultraorganized.com.

Forsyth County Classifieds: Organizing