Phase 5: Paperwork, Documents, and Sentimental Items
Paper clutter is one of the most persistent and stressful types of clutter. At the same time, sentimental items can be the hardest to part with. This phase is about creating systems for both, ensuring you can find what you need when you need it and honor your memories without being buried by them.
Creating Your “Evergreen” Paperwork System
“Evergreen paperwork” refers to the important documents you need to keep long-term or permanently. This includes birth certificates, social security cards, passports, property deeds, wills, and vehicle titles. These should not be mixed in with everyday bills and mail.
A simple filing system is all you need. A small, fire-resistant document box or a designated file drawer works well. Use clearly labeled folders for categories like:
Vital Records: Birth/death certificates, marriage licenses, passports.
Housing: Deed, mortgage statements, major home repair receipts.
Financial: Current year tax documents, investment statements, loan information.
Legal: Wills, trusts, power of attorney documents.
For everyday papers like utility bills or credit card statements, the best strategy is to go digital where possible. For those you must keep, use a simple desktop file sorter and purge it monthly. Most routine bills can be shredded after payment is confirmed, unless needed for tax purposes.
The “Grab-and-Go” File: Emergency Preparedness
Every household should have a “grab-and-go” file. This is a single, portable binder or waterproof folder containing copies of your most critical documents and information that you could grab in an emergency. The experts at Ready.gov provide excellent checklists for this.
Your file should include:
Copies of Personal IDs: Driver’s licenses, passports, social security cards.
Contact Information: A printed list of important family and professional contacts (doctors, lawyers, insurance agents).
Medical Information: A list of all medications, dosages, allergies, and doctor’s information for each household member.
Financial and Insurance Info: Copies of insurance policies, account numbers for banks and credit cards.
Keep this file in a secure but easily accessible location. Let a trusted family member or friend know where it is.
Honoring Sentimental Items Without Drowning in Them
This is often the most emotional part of decluttering. The goal is not to erase your memories, but to curate them. You can’t cherish everything equally if you’re overwhelmed by the volume.
The Action Plan:
1. Set a Container Limit: Choose one or two beautiful, acid-free archival boxes. This is your “memory box.” You can keep anything that fits inside.
2. Select the Best, Release the Rest: You don’t need to keep all 50 of your child’s drawings; choose the three that best represent that time. You don’t need a whole set of inherited china if you never use it; keep one teacup and saucer to display.
3. Photograph It: For bulky items you can’t keep but have memories attached to, take a high-quality photograph. You can create a digital or physical photo album of these special items. This honors the memory without taking up physical space.
