Step-by-Step Declutter
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How to Establish an Information Management System
​to Control Clutter


All kinds of information enters a home on any given day: junk mail, advertisements, bills, invitations, fliers, announcements, sports schedules, brochures, magazines, newspapers, correspondence…the list goes on and on.  A great way to control the paper clutter that bombards your home is to establish an information management system. Such a system is easy to create and maintain.  The key is to have a method in place for dealing with each piece of paper as soon as it enters your home

A Two Step Process


Having a system for processing paper doesn’t necessarily mean you have to finalize action on each and every item the moment it crosses your threshold.  A good information management system usually involves a two-step process: initial action followed by resolution.  
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Initial action should be taken on each item as you encounter it (and simply adding it to the precarious pile on the kitchen counter does not constitute action).  Resolution can take place immediately or in several days or even weeks depending on the nature of the task and the 'due date' associated with it. 

Guidelines for Managing Information


When it comes to establishing an information management system, I recommend some type of filing system that allows you to sort papers into appropriate action categories for eventual resolution.  The types of files you include in your system will depend on your specific needs.  Choose categories that make sense to you. Here are some examples of action categories you might include in your filing system.
  • ​To Pay (bills)
  • To File (items you want to keep for reference or documentation purposes)
  • To Read (magazines and other printed materials you plan to peruse when you have time)
  • To Do (items which require action such as responding to an invitation or filling out a form). 
  • On Hold (items for which you are awaiting some bit of information, action or response before you can move forward)
As items enter your home, you will need to make a determination as to where they belong. As you place things in the appropriate category, be sure to put them in the order in which they need to be addressed with the most urgent at the front and the least urgent at the back.  

As you file new items, be sure to check the items already in the folders to see if any action is required. This should only take a couple of minutes every day or two to review. Doing so will prevent you from falling victim to the 'out of sight, out of mind' phenomenon, so it's well worth the effort.
​

Don't Forget

If you don't trust yourself to check the contents of your files consistently, I highly recommend utilizing the reminder app on your cell phone.  Before adding an item to your information management system, set up a reminder in your cell phone for the date on which you will need to take action. 
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Components of a Good 

Information Management System


A good information management system requires a little planning in order to operate efficiently.   You can set yourself up for success by limiting the number of steps required to complete the tasks involved in 'processing' papers.  Ideally, everything that is needed for initial action and resolution should be stored together in the location where you plan to do your processing.  This includes:

  • Paper sorter – This can be actual files in a file box, a wall-mounted file sorter, or a paper stacker with the correct number of trays to meet your needs.
  • Recycle bin - For depositing all that junk mail before it piles up.
  • Letter opener
  • ​Scissors
  • Stapler/paper clips
  • Pens
  • Envelopes & stamps
  • Address labels
  • Checkbook
  • Internet access
  • Paper shredder  

Protect Your Personal Information


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I highly recommend investing in a paper shredder. There are many affordable options on the market, and it's well worth the investment to protect your sensitive personal and financial information.  In addition, having a shredder on hand helps to prevent paper build up by allowing you to immediately dispose of confidential papers.

If you don’t have a paper shredder, you might want to include a ‘To Destroy’ file in your sorting system.  It sounds ominous, I know, but it does serve an important purpose. This is where credit card applications and any other documents from which personally identifying information could be extracted should go until you can dispose of them safely.

Companies like Office Depot, Staples, and the UPS Store offer shredding services for a small fee.
​
The Identity Theft Prevention Stamp offers another means of protecting your personal information.   This small roller has a patented stamp pattern that blots out information. I use my for blacking out information on papers I want to recycle. It works great! I accidentally blotted out a code we needed for an airbag recall on our vehicle, and I could not read it. I had to call the company to get the code. Replacement heads are available when the ink runs out, making this a convenient option for personal privacy protection. 
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This page contains affiliate links. 

Utilizing Your Information Management System


Once you have set up your information management system, it’s time to put it to work.
  1. Make a habit of sorting through the mail, your kids’ backpacks, and any other sources of paper each day. This can either be done as soon as these items arrive or at a designated time each day.  It may sound tedious to tackle this task daily, but you will actually save yourself a lot of time and frustration by adopting this practice.  In reality, it only takes a couple of minutes to identify what you’re looking at and decide where it belongs.
  2. Immediately place junk mail and advertisements in the recycle bin. 
  3. Remove anything containing sensitive information that needs to be destroyed. If you have a shredder, shred these items immediately.
  4. ​File anything that doesn’t require immediate action in the appropriate place (to pay, to read, to do, etc.).
  5. Take immediate action where necessary (permission slips, etc.).
  6. As you place new items into your paper sorting system, glance at what’s already there and take action to resolve the various items as needed.  
If you cannot find the time each day to implement the above steps, aim for every other day.  If that still seems impossible, set aside a specific time each week for information management.  Keep in mind, the more time that passes between paper processing sessions, the longer it will take each time to sort through things and take the necessary actions.  By following these steps each day, you can successfully manage the barrage of information that bombards you.  Keep one step ahead of paper clutter with a customized information management system. 
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  • Home
  • About Sheri
    • Contact
    • Services >
      • FAQ
      • The Organization Process
      • Packages & Plans
      • Presentations
      • Results
      • Why Hire an Organizer?
  • Organization Basics
    • Declutter Your Home >
      • Basics of Home Organization
      • Household Cleaning Schedule
      • Tips for a Quick Declutter
    • Basics of Decluttering >
      • 4 T's of Decluttering
      • Clutter vs Decor
      • Coming to Terms with Your Clutter Personality
      • Conquer Clutter
      • Principles of Organization
      • The Proven Process for Organizing Everything
      • Purge Like a Pro
      • Rules for Decluttering
      • Steps to Declutter
      • Systems for Decluttering
    • Organizing by Room >
      • Bathroom >
        • Bathroom Storage Solutions
        • DIY Bathroom Wall Storage
        • Declutter Hair Accessories
        • Declutter Your Makeup
        • Declutter Your Medicine Cabinet
      • Bedroom >
        • Bedroom Storage Solutions
        • How to Declutter Clothing
        • How to Organize Your Closet
      • Entry
      • Home Office >
        • Declutter Your Files
      • Kids' Rooms >
        • Toy Storage Tips
        • Toy Storage Options
        • Maintaining Kids' Rooms
      • Kitchen >
        • Primary Kitchen Work Zones
        • Secondary Kitchen Work Zones
        • Movable Kitchen Storage
        • How to Declutter Kitchen Cabinets
        • How to Organize Kitchen Cabinets
        • Kitchen Cabinet Space Savers
        • How to Declutter a Refrigerator
        • Tips for Organizing a Refrigerator
        • Meal Planning
        • How to Organize Recipes
      • Pantry >
        • Pantry Inspiration
    • Storage Solutions >
      • Assessing Your Storage Needs
      • How to Create a Whole House Storage Plan
      • Storage Kits
      • Storage Unit Dos and Don'ts: An Organizer's Perspective
    • Information Management >
      • How to Establish an Information Management System
      • How to Organize with Lists
      • Declutter Papers
      • Deciding What Paperwork to Keep
    • Family >
      • How to Raise an Organized Child
      • Teaching Kids to Work
    • Productivity >
      • Stop Procrastinating and Declutter
      • The Myths of Multitasking
      • 7 Strategies for Single Tasking
    • Lifestyle >
      • College Prep >
        • College Packing List
        • Dorm Room Essentials
        • What Not to Take to College
      • Holiday Planning >
        • Declutter Your Holidays
        • Clutter-free Gift Giving
        • Give the Best Gifts
        • Organize Your Gift Giving
      • Preparing for Transition >
        • Aging with Grace and Purpose >
          • Estate Planning
          • Organizing for Alzheimer's Disease
        • Adult Children
      • Travel Planning >
        • Air Travel with Kids
        • Sightseeing with Kids
        • Tips for Care-free Travel
        • Traveling with Kids
    • Moving >
      • Creating a Household Inventory
      • Organize Your Move
      • Planning for a Move
      • Moving Options
      • Prepare for Movers
      • Working with Movers
      • Tips for Packing
      • Tips for Unpacking
  • Resources
    • Books >
      • Moving Made Easy
    • Challenges >
      • Get Rid of 100 Things in 100 Days
    • Newsletter
    • Product Recommendations >
      • Organization Gems Every Girl Needs
      • 12 Amazing Organization Products for Men
      • Fabulous Farmhouse Storage Solutions
      • Crazy Cool Products That Will Make You Want to Clean
      • Best Board Games for Beating Boredom
    • Donate Your Stuff >
      • Donate Books
      • Donate Clothes
      • Donate Craft Supplies
      • Donate DVDs & More
      • Donate or Recycle Electronics
      • Donate Furniture
      • Donate Musical Instruments
      • Donate School Supplies
      • Donate Sports Equipment
      • Donate Used Toys
    • Recycling Resources
    • Sell Your Stuff >
      • Garage Sale Organization
    • Swap Your Stuff
    • Setting Goals
    • Tools for Organizing >
      • Furniture >
        • Organize with Dressers
      • Wall Storage >
        • Organize with Pegboards
        • Personalized Pegboards
  • Blog