Clear the Chaos
The 3-Year Rule to Regain Your Office Space
Well, it has been just over 4 years since many of us were sent home when COVID cases were recognized in the U.S. This was the start of the work from home era. Many Americans are still work from home full time or at least hybrid. Over the years our designated office spaces are probably in complete disarray.
Papers here, papers there, papers everywhere.
I recommend following the record keeping advice of tax experts: Keep records for 3 years from the date you filed your original return or 2 years from the date you paid the tax, whichever is later, if you file a claim for credit or refund after you file your return. The only documents that you should keep that are more than 3 years old are your mortgage loan or documents. Also keep any documents related to warranties that have not expired.
Create a separate area for your work papers and your personal papers.
You can even line up 6 paper bags and label each bag. On one side of the room there are 3 bags for personal documents and on the other side of the room 3 bags for work related documents. Label each bag for each section. Recycle, Shred, and Keep.
Let’s start with the file cabinets/ file drawers. I am sure you haven’t looked at half those papers since the start of the pandemic. If you go through the papers in the file drawers first, you will make space for papers that have taken over your desk or even your floor.
Start by pull out a manageable stack of papers at a time….as much as you can grab with one hand. If you pull out too many papers you will get overwhelmed. Sort the papers one by one or packets (if you have pages bond together) and sort them into each of their designated bag. Remember the 3 year rule and if it is document easily electronically accessible.
Follow this process until your file drawer is empty.
Once you have emptied a drawer you can sort through your keep bag and start organizing like documents together into a file folder or envelope.
If you haven’t done so, or things have gotten a bit out of control. Sort your like documents together and label and put them in folders. Ex. Important documents (this will contain SSN cards, birth certificates, passports etc.) if you don’t have a safe for these documents. Retirement papers, warranties, tax receipts, business expenses etc.
Next move on to a task that is less overwhelming such as sorting your mail. Follow this same process for any papers that you may have laying around in your office. File as you go, if any documents need to be filed in the folders you have created.
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