Creating an Easy System for Personal Paperwork

Start by auditing the types of paperwork you’re storing (whether in neatly labeled filing cabinets or piles around the house). Ask yourself if it’s possible to go paperless with your utility provider, insurer, bank, or service provider.

Most companies already provide online accounts where you can view statements and bills. Consider using a reputable password manager app—or a physical username and password list stored securely out of sight—to keep login details organized.

Switching to email billing and automatic payments not only reduces clutter but also saves time and helps prevent missed due dates.

If you still need to save digital documents, create a simple electronic filing system on your computer or cloud storage. For example:

• Documents

  • Tax Documents

    • [Year]

      • (Files contained inside year folder with document type in file name)

  • Paystub

    • [Year]

      • (Files contained inside year folder with employer and pay date or pay period in file name)

  • Bills

    • [Provider/Business Name]

      • [Year]

        • (Files contained inside year folder with month in file name)

  • Bank Statements

    • [Bank/Credit Card/Investment Company Name]

      • [Year]

        • (Files contained inside year folder with month in file name, annual statements also named as such)

A strong digital paperwork system also includes regular backups—either in cloud storage or on an external hard drive stored in a safe, secure, and separate location.

Auto Records: While Active; Sales transactions documents 6 years after

Insurance Policies: While Active

Warranties and Contracts: While Active

House-Related Records: While Active

Paid Bills: 1 Year (unless they contain tax deductions for home office)

Paycheque stubs: 1 Year

Credit Card, Bank Statements: 7 years

RRSP, Other Retirement Plans: Indefinitely

Personal Records (Passport, Birth Certificates, Marriage, Divorce, or Immigration Papers, Education Records): Indefinitely

Annual Investment Statements: Indefinitely

Not all paperwork is financial or legal. Items such as artwork, greeting cards, and souvenirs have sentimental value and should be organized separately. Consider memory boxes, photo scanning, or scrapbook systems to keep them safe without creating clutter.

Choose a filing cabinet, binder system, or fireproof safe that can handle the documents you’ve decided to keep. A clutter-free desk allows more room for focus and productivity. Once you’ve cleared old files, clean and refresh the drawer or cabinet space, then repurpose your newly open space in a way that supports your lifestyle.

A filing system only works if it stays current. Remove expired policies, contracts, and warranties as they become inactive. Aim for a “one in, one out” rule when adding new paperwork. Schedule a bi-annual review to keep clutter from creeping back in.

Managing paperwork can feel overwhelming—especially for families, busy professionals, or those running home-based businesses. If you’re feeling stuck, consider working with a professional organizer who specializes in paperwork and home office organization.

A professional can:

• Set up a custom filing system that works for you

• Help you go paperless with confidence

• Save you money by avoiding late fees or missed bills

• Ensure tax time runs more smoothly with documents at hand

If you’re in the Edmonton, Alberta area, our mother-daughter organizing team would love to help you get control of your paperwork and reclaim your home office space.