Frequently Asked Questions About Paperwork Organization
Even with a simple system like the one-touch rule, questions and challenges inevitably arise. Tackling old habits and unique situations is part of the process. Here are answers to some of the most common questions we hear about organizing paper mail and paperwork.
What do I do with my huge backlog of old paper?
The backlog is often the biggest source of intimidation. Do not try to tackle it all at once. And do not mix your old papers with your new system. Set up your new Landing Strip and Action/Reference zones for incoming paper first. Start practicing the one-touch rule with all new paper starting today. This immediately stops the pile from growing. For the backlog, schedule separate, dedicated sessions. Set a timer for 20-30 minutes once or twice a week to work through a small portion of the old pile. Use the same D.A.F.T. sorting method: Discard, Act, File, or Transfer. It may take a few weeks or even months, but by separating the task from your daily routine, you make it manageable and prevent overwhelm.
How can I get my family or partner to follow the system?
The key to family buy-in is to make the system incredibly simple and to focus on the shared benefits. Instead of dictating rules, have a collaborative conversation. Ask, “Wouldn’t it be nice if this counter was always clear? How can we make that happen?” Design the system together. Give everyone their own personal inbox, which respects their privacy and gives them ownership. Lead by example. When they see you consistently using the system and how much calmer the space feels, they are more likely to adopt the habits themselves. Avoid criticizing; instead, gently guide by saying, “Hey, I see this landed here. Does it go in your inbox?” Positive reinforcement works far better than policing.
What’s the one touch rule for sentimental items like cards or kids’ drawings?
Sentimental items are not administrative paperwork, and they deserve a different process. They should not live in your active filing system. The one-touch rule still applies, but the “home” is different. Designate a single, appropriately sized “Keepsake Box” for each member of the family. When a special card or drawing comes into the house, enjoy it. Display it on the fridge or a bulletin board for a set period—a week, a month, a season. When it’s time for it to come down, you touch it once more and make a decision. Is it a true treasure? If so, it goes directly into the Keepsake Box. If the initial joy has passed and it’s not a long-term keeper, you can take a photo of it for a digital album and then let the physical item go. This honors the memory without creating clutter.
I have no space for files or a shredder. How can I adapt this?
Creativity is key when space is tight. You don’t need a traditional filing cabinet. A simple, portable file box with a handle can hold all your essential reference documents and be stored in a closet, under a bed, or on a high shelf. For your Action items, a single magazine file holder or a clipboard hung on a wall can work perfectly. As for shredding, you don’t need a bulky machine. Many office supply stores like Staples or shipping centers offer secure shredding services for a small fee. You can keep a “To Shred” bag in a closet and take it in once every few months. The principles of the one-touch rule for paperwork remain the same, even if the tools are adapted to fit your space.
