12 mar 2025
We all have things that have been kept in our drawers, cabinets, and attics for centuries. Sometimes we don’t even remember where they came from and why we decided to keep them. Documents are a huge part of that, especially if you work remotely and/or bring up children. With the right approach, you can organize your papers in a simple and stress-free way and make your home cozier and more intimate than it used to be. Let’s dive into some tips on how to declutter your home and get rid of unnecessary stuff that weighs us down.
Spring is the perfect time for a fresh start. As the weather gets warmer, our mood improves. And a better mood makes us more productive. Why not use this boost to freshen up your home? That’s exactly where decluttering comes in.
Decluttering is much more than tidying up and getting rid of unnecessary stuff. It’s about inventing a system that will make it easier to find what you need and create a more comfortable and inviting place. And piles of papers that quickly take over your home and create chaos in your daily routine are not part of this system.
Knowing where to start is already half the battle, so here are some simple tips and steps your home will thank you for.
Perhaps the most tedious task is to figure out what you actually need to keep. For sure, some documents should be stored for years or even a lifetime. Here are a few important ones:
If you’d like to dive deeper into the topic, check out our ultimate guide on sorting documents—it has tips and retention periods for different types of files.
While you’re sorting out documents, divide them into two groups: one for the papers you need and one for those you don’t. We’ll come back to it a bit later.
For sure, you can use folders, file boxes, or even a cabinet to store the files you need. But here’s the thing: if you put them in a storeroom or garage, sooner or later, you’ll find yourself decluttering that space too.
A better solution is to digitize your documents. Let’s take tax receipts, for instance. The Internal Revenue Service, the organization in charge of collecting taxes in the U.S., allows you to file taxes digitally. While it’s best to keep them for a certain period, as we’ve discussed, digital copies will make the filing process easier and keep your records more secure (here’s our guide on how to file taxes in 2025, in case you need it).
Expired warranties or receipts are unnecessary, but if you decide to sell an item, proof of purchase can be useful. Scan the original document and keep a digital copy always at hand.
You don’t need a large, bulky scanner to do the job. A mobile scanner is a more convenient option. Let’s take iScanner, for instance. It allows you to scan multiple documents in perfect quality and practically in no time. It also offers a full range of PDF editing functions, making it a handy tool in case any adjustments of scanned files are needed.
The app, apart from scanning, can also assist you in managing your files. It can automatically name your documents based on their contents, allows you to search for the desired PDF using keywords, and translate files in 108 languages. You can also set reminders for important documents, and the app will automatically notify you about the coming deadline.
The process of scanning takes four steps:
What’s also important and adds a sense of belonging is that iScanner tracks your environmental impact. The eco-achievements feature calculates how each document you scan contributes to saving trees. Your personal progress, along with the collective impact of all iScanner users, is displayed on the Home screen. So far, iScanner users have saved 45.5K trees, and the number is constantly growing. Moreover, as you reach certain milestones, you’ll earn badges and certificates. There are a total of eight: for 1, 100, 200, 500, 1,000, 2,000, and finally 4,000 scans. Your certificate will serve as proof of your achievement and environmental impact. You can download it, print it out, hang it on your wall, or even share it on LinkedIn. Let everyone know about your green footprint!
The next step is to get rid of everything useless. Is the warranty for your TV already expired? It goes straight into the trash bin. Tax records that have been stored for centuries, old employment contracts, expired insurance—join the club.
Just be careful with sensitive documents. If they include your or your relatives’ personal information, they could be used for fraud. You can use a shredder if you have one or simply cut papers into small pieces with scissors and mix them up before throwing them away.
And if your papers can be recycled, it’s better to do that. Place them in special recycling containers or find a local recycling company that can pick them up from your home. It takes a little effort, but the sense of fulfillment is guaranteed.
Unlike productivity techniques, there’s no universal standard that will help create a perfect document management system. You’re free to explore and create your own. The most important thing is that it’s convenient and works best for you.
Just a tip: Keep important documents in a safe place. It may seem obvious, but factors like flooding, mold, and other conditions can damage or even destroy your papers. A lockable drawer in a dry place or a secure safe box is a reliable option.
For scanned files, the most convenient way is to store them in the app. Organize your documents using a system that works best for you. You can sort documents into folders by purpose, type, date, and so on.
iScanner allows you to systemize and store your digital copies right within the app. To create a folder, tap My Files at the bottom of the Home screen, choose the Add Folder icon, and name it.
You can create different folders for various purposes or even organize them into hierarchies. Moreover, you can share a file or an entire folder directly from the app. There are two ways to do that:
You can also protect your most sensitive files with the Secure Folder. It’s PIN-protected and can be hidden so that only you know it exists. Here’s how to use it.
In addition to sharing, iScanner allows you to convert documents to any popular format or compress files whenever you need.
As you know, practice makes perfect. Make organizing and maintaining your document system a habit. Scan and sort out your new documents straight away and set a time to review your files every month or two. Though the process is much easier, even digitized files require your attention.
