By Mary Lynne Murray
Reprinted from Contra Costa Times, August 31, 2002
MORE THAN a decade has passed since the prediction of a paperless
society. Yet most people shuffle more paper than ever. We live
in the Information Age, and even the shift toward electronic data
requires "hard copies."
With computers in 51 percent of American homes now, according
to the U.S. Department of Commerce, there is a growing need to
control paper. But how? The answer is: Turn off the automatic
urge to print. Be selective about what electronic information
gets turned into paper. And when you do print -- as well as open
the mail and handle other household papers -- there are three
actions to take: File, act or toss (think FAT).
Start with "toss." Get a large trash can/recycle bin
and put it in a handy spot. There is a direct relationship between
consistent use of the circular file and the amount of paper mess.
So if it's true that 80 percent of paper saved is never used again,
why let it clutter your space at all?
Tip: Open mail near the recycle bin. Don't allow things
that you will eventually toss or unsolicited mail to gather dust.
Afraid to toss? Ask yourself these questions:
- Does this paper require any action? If you don't need it,
don't keep it.
- Is this paper recent enough to be useful? Old maps can be
unreliable, and old price lists bad for the budget.
- Would it be difficult to get this paper again? Is this the
only place or form in which the information exists? The answer
is often no. Tossing sooner rather than later will save you
from a paper avalanche.
- What are the tax and legal implications? Ask your lawyer or
accountant how long you should keep specific documents.
- Is there a specific use for this paper? Or is it part of the
80 percent I will never refer to again?
- What is the worst possible outcome if I toss this? If you
can live with the answer, toss the paper.
Establish a system to keep paper moving with three containers
(trays, bins, boxes, shelves or baskets):
- To sort, for paper you have not yet looked at (often
called an in box).
- Out, for papers you are sending or taking elsewhere.
- To file, for papers that need filing for future reference
or action.
Filing is so much easier to do and maintain when you have the
tools. You'll need:
- A drawer, a file cabinet or a variety of boxes (ranging from
cardboard bankers' boxes to plastic, desktop or freestanding
ones).
- Manila file folders (use colored files if it helps you stay
motivated, but plain are less expensive).
- Hanging files with tabs (letter or legal size, depending on
your storage).
Box-bottom hanging files if you tend to have thick files.
Tip: Remove paper clips before filing. They add bulk
and can fall off or attach to other documents. Instead, staple
related papers. Minimize bulk by unfolding papers and discarding
envelopes.
To be an effective paper manager, stop feeling bad about yesterday's
pile and do something about today's. Start with the mail, using
FAT to help you decide. Forget the backlog for now -- you'll become
more skilled as you practice on current paper.
From cars to your home, things deteriorate when not maintained,
your filing system among them. Most of the homes and offices I
visit have packed file cabinets, which makes filing a dreaded
task. Here are my suggestions for file maintenance:
- Purge files at the end of a project or while you are on hold
on the phone.
- Schedule a specific time for filing -- 15 minutes a day, an
hour a week, etc.
- When you have a file open, check for papers you can toss.
Final tip: Reduce the paper inflow by having your name
removed from mailing lists. Write to: Direct Marketing Association,
Mail Preference Service, P.O. Box 9008, Farmingdale, NY 11735-9008.
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