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| Get Organized Now! |
No matter who you are, paper clutter is probably an issue in your home. Junk mail, catalogues, bills and
monthly statements all contribute to the piles of paper that appear on our kitchen tables every day. Not
only does all that excess paper get in the way, it puts a lot of unnecessary strain on our planet’s
resources. So in accordance with my commitment to proactive organizing, I’m going to show you how
to virtually eliminate paper clutter by going paperless!
There are several reasons why paperless is better.
If you decide to take the plunge and create a truly paperless home office, here’s what you’ll need.
Now, form your plan for transition. Make a list of all the people and companies you’ll need to contact,
and take care of one item at a time, when you have time. Here are some guidelines.
Other ways to get rid of unnecessary paper:
Dealing with paperless data is easier than it seems. All you need to do is come up with a system of
filing and storage that works for you.
Now, you’re ready to turn your cluttered home office into a paperless haven – and do something good
for the earth at the same time!
monthly statements all contribute to the piles of paper that appear on our kitchen tables every day. Not
only does all that excess paper get in the way, it puts a lot of unnecessary strain on our planet’s
resources. So in accordance with my commitment to proactive organizing, I’m going to show you how
to virtually eliminate paper clutter by going paperless!
There are several reasons why paperless is better.
- Less cost. A USB Flash Drive can give you external data storage space for as little as $10. CDRs
are a good option for permanent data storage: they hold up to 700 MB or more, and cost less
than $1 apiece. - Less clutter. CDs and Flash Drives are small enough to fit in a pocket. You’ll be able to store an
entire year’s worth of documents in a shoebox. Also, when properly stored, CDs are far less
susceptible to damage than paper. - Less waste. It seems simple enough – less paper, fewer trees. But cutting down on paper use
also saves energy, not only in production but in shipping, sorting, printing, and other processes
we often forget about. Also, since traditional paper products are bleached with chlorine, their
production releases obscene amounts of toxins into the environment, leading to the production
of dioxins in our ecosystems and poisons in our groundwater. Lastly, less paper means less
waste in landfills, and less energy consumed in the recycling process.
If you decide to take the plunge and create a truly paperless home office, here’s what you’ll need.
- Internet access: You’ll be paying your bills and receiving your statements online. If you use a
wireless connection to access the internet, make sure it’s secure. - Back-up Storage: a USB flash drive is an inexpensive and totally usable option. If you have a large
number of files on your computer that you want to protect, an external hard drive (which also
connects through a USB port) may be a good option for you – but I’m no techie, so if you’re
confused about data storage solutions it’s a good idea to ask a professional.
Now, form your plan for transition. Make a list of all the people and companies you’ll need to contact,
and take care of one item at a time, when you have time. Here are some guidelines.
- Banks: Many people already do their banking online. Automatic bill-paying and e-statements are
popular options. If your account is not automatically eligible for online management (some older
accounts may not be), call your bank and ask them to enroll you in their online program. Choose
to receive monthly or quarterly statements online. Programs like QuickBooks let you download
statements directly into the accounting program, saving you time and hassle – and a lot of paper! - Credit Cards: If you don’t have an online account with your credit card company, create one, and
choose the option to receive paperless statements and notices. You may have to check a
separate box for them to stop sending paper statements. - Utilities: Many utility companies offer online options now, and those that don’t offer ‘easy pay’ or
‘automatic debit’ options that charge your monthly bill right to your credit or debit card. These can
be great time-savers, too. - Insurance Companies: Many insurers are implementing online programs now, and the big
companies have been doing business online for years. Choose the option for online policies and
billing – but remember to print out auto insurance cards to keep in your car! - Mortgage Companies: Some have complete online programs, others don’t. Check your lender’s
policies; you may be able to receive correspondence by email, even if you can’t pay your bills
online. If you rent, your landlord or property manager may accept online payments, or even
Paypal payments. - Note: Even when you’re managing all your bills online, you should still keep paper checks around,
just in case: some folks like to do things the old-fashioned way. You can make your checks Earth-
friendly buy choosing checks printed with soy ink on recycled paper. Try checkgallery.com.
Other ways to get rid of unnecessary paper:
- Opt out: Call 1-888-OPT-OUT (1-888-567-8688) to stop receiving pre-screened credit card and
insurance offers. This can drastically reduce the amount of junk mail you receive – and save a lot
of paper. It may also help curb identity theft. You may need to call some companies, like mobile
phone and utility companies, separately: ask to be removed from their promotional mailing lists. - Stop printing (on paper): When you pay a bill online, you should always print the confirmation
page as proof of the transaction. But you don’t need to print it to paper. On your print screen you
should have a ‘print to file’ option. You can also print to an Adobe pdf file if you have the Acrobat
program. - Curb the Catalogues: Most retailers offer the option to receive online catalogues. If you like
flipping through the paper versions, be sure to recycle them when you’re done. Ditto for
magazines, trade publications, and newspapers.
Dealing with paperless data is easier than it seems. All you need to do is come up with a system of
filing and storage that works for you.
- Create file folders on your hard drive in the same way you’d create them in your filing cabinet. For
example, you could have folders for credit cards, utilities, insurance, and mortgages. Within those
folders, create other folders by date or company. - Save e-mails, online statements, and payment confirmations in their proper folders using a ‘print
to file’ option. It only takes a second, and saves you the trouble of sorting through piles of data
later. Don’t save important information in your email files: these can be accessed by talented
hackers, and since they don’t go into your recycle bin they’re harder to recover once they’re
deleted. - Back up your data on a regular basis – weekly or even daily is best. Again, a USB flash drive is a
great backup storage option. Monthly (or quarterly, depending on your volume of data), make a
permanent backup copy of your files on a CD or external hard drive, and clear out your flash drive. - Purge: At the end of the year, once all your files are copied to CDs, clear the files on your
computer, just as you would clean out your filing cabinet. Make sure your CDs are clearly labeled
with dates and content, and always store them in protective jewel cases or sleeves.
Now, you’re ready to turn your cluttered home office into a paperless haven – and do something good
for the earth at the same time!
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| Do Digital: Go Paperless |
