Professional Organizer Kacy Paide Recommends 25-Minute Paper Sorting Sessions

Kacy Paide has spent more than 20 years as a professional organizer, focusing specifically on the paper clutter that accumulates in homes across the country. Her advice to clients facing piles of mail on kitchen islands or tax documents in closets is to resist the urge to rush the process. Paide emphasizes that individuals are in control of their paperwork and can determine their own pace.

The first step in Paide's method is to ignore items stashed in garages or office closets. Instead, she recommends starting with the paperwork immediately at hand, such as stacks on a desk or dining table. She notes that urgent items are typically the ones closest to the person, making them the most immediate concern.

Paide instructs clients to divide these visible documents into two distinct piles: active and inactive. Active documents require follow up, such as paying a bill or making a phone call. Inactive items, which include receipts, birth certificates, and sentimental keepsakes like old greeting cards, can be set aside for later review.

For active tasks, clarity is essential. Paide suggests writing the due date boldly on a sticky note using a permanent marker and attaching it directly to the document. She advises being specific with the deadline, using phrases like "due by Nov. 15" or "start no later than 12/1." Vague labels such as "urgent" or "due now" lose their meaning over time, she explains.

Creating a filing system is the next phase. Paide notes that many types of documents require storage, including passports, product manuals, tax records, and medical files. She believes the best system is the one a person will actually use, whether that involves alphabetizing, color coding, or labeling.

Paide has specific preferences for storing critical items like passports and marriage certificates. She recommends placing them in a brightly colored folder and positioning it at the front or back of a file box. This placement makes the folder a "bookend" to the system, allowing for quick access without rifling through other papers.

She favors simple file folders labeled with sticky notes and permanent markers. This approach allows for easy adjustments if the sorting method changes. Paide also enjoys using attractive file boxes stored on bookshelves, creating a visual system that she describes as beautiful and approachable.

Deciding what to discard is often the most difficult part. Paide suggests asking oneself under what circumstances a document would be needed. For items containing sensitive information, such as account numbers, birth dates, passwords, or Social Security numbers, the Federal Trade Commission recommends destruction to protect against identity theft. However, Paide acknowledges that some people feel comfortable shredding any document with their name and address on it.

For sentimental or difficult paperwork, such as old letters or divorce papers, Paide recommends seeking help from a family member or friend. She encourages clients to voice their thoughts about the items as they sort. In her experience, people reach conclusions about whether to keep or toss these papers shockingly fast. Paide advises starting small, dedicating 25 minutes at a time to the task, and treating organization as an ongoing process.