How to Organize and Store Old Papers and Documents

One of the biggest hurdles to organizing paperwork is simply knowing where to start. The key is to collect everything first — every stack of mail, every overflowing drawer, every file tucked away in a forgotten cabinet. Once you have all your papers in one place, divide them into broad categories:

• Essential Documents: These include birth certificates, passports, wills, Social Security cards, property deeds and medical records. They are crucial and should be stored in a fireproof, waterproof safe at home.
• Financial Records: Bank statements, tax returns, investment paperwork, loan documents and insurance policies fall into this category. Some must be kept for several years, while others (like tax returns) have specific retention guidelines.
• Sentimental Papers: Old journals, handwritten letters, schoolwork, postcards and personal keepsakes that hold meaning but may not need to be accessed often.
• Disposable Papers: Junk mail, expired warranties, outdated catalogs and random notes that no longer serve a purpose.

Once your papers are grouped, you’ll have a clear picture of what’s worth keeping and what can be shredded or discarded. This makes the next step (deciding what stays and what goes) far less overwhelming.

Sorting through years’ worth of papers can feel daunting, but breaking it down into clear decisions makes the process manageable. Not everything needs to be kept. In many cases, holding onto outdated paperwork only adds to the mess. Here’s how to determine what to keep and what to toss:

What to Keep

Some documents are essential for legal, financial or personal reasons, and you should keep these on hand. These include: 

• Permanent records (anything from the “Essential Documents” category)
• Tax documents (generally, the IRS recommends keeping tax records for at least seven years in case of an audit)
• Legal and financial documents
• Meaningful personal items

What to Shred

Any document containing personal or sensitive information that you no longer need should be shredded to prevent identity theft. This includes: 

• Expired credit card statements and old utility bills
• Outdated bank statements and loan documents
• Pre-approved credit offers
• Medical bills
• Anything with your Social Security number (except your Social Security card, of course)

What to Discard

Not every paper needs to be shredded — some can simply be recycled. These include: 

• Expired coupons, outdated magazines, and old newspapers
• Junk mail, flyers and takeout menus you no longer need
• Extra copies of documents that don’t serve a purpose

Now that you’ve narrowed down your documents, the next step is creating a system that keeps everything organized and accessible. A good filing system saves time, reduces stress and ensures you can find important papers when you need them.

Create a Filing System

Start by using labeled folders or binders to separate documents by category. Start with the broad categories we’ve outlined above but feel free to create subcategories for personal, financial, medical, home, and auto documents. For added efficiency, consider color-coding folders based on their purpose (e.g., red for legal documents, blue for financial records, green for medical paperwork).

Digitize Important Papers

A great way to reduce paper clutter is to scan important documents and store them digitally. Use cloud storage services or an external hard drive to back up essential records. Make sure your digital files are well-labeled and organized into folders, just like your physical documents.

Keep Daily and Monthly Papers Separate

For papers that require short-term access — i.e., bills, receipts or work-related documents — use an accordion file or desktop organizer to keep them accessible without cluttering your space. Once they’re no longer needed, file or discard them accordingly.

Once your papers are categorized and organized, it’s time to store them in a way that keeps them safe and accessible. The best storage method depends on how often you need to access the documents and how valuable they are.

At-Home Storage Options

For frequently accessed or high-priority documents, consider:

• Fireproof and Waterproof Safes: Best for birth certificates, passports, wills and other essential records.
• Locking Filing Cabinets: A secure way to organize tax records, financial statements and legal documents.
• Binders or Accordion Folders: Ideal for organizing household paperwork and sentimental items.

Self Storage for Less Frequently Used Papers

If your home is short on space, a climate-controlled storage unit is a great option for preserving important but infrequently used documents. This includes archived tax returns and financial records; old journals, letters and memorability; and extra reams of paper (especially if you run a business that has significant printing needs). 

If you keep your papers and documents in a self-storage unit, make sure you place them in airtight plastic bins to protect them from moisture and pests. Clearly label each bin so you can easily access your documents when you need them. 

While you can store most documents safely in a filing cabinet or self-storage unit, you should take extra steps with any highly sensitive records. Misplacing or damaging certain papers (e.g., your birth certificate or Social Security card) can be a major hassle to replace, and some documents aren’t replaceable at all. 

For original copies of critical documents, the best place to store them is at home in a fireproof, waterproof and lockable safe. This includes:

• Birth certificates and Social Security cards
• Wills, trusts and power of attorney documents
• Passports and marriage certificates
• Property deeds and vehicle titles
• Insurance policies

However, you can store copies of important paperwork in a locked box or secure filing cabinet inside your storage unit. Some examples include:

• Backup copies of birth certificates, passports, and legal documents
• Financial records and tax returns from past years
• Old medical records that don’t need to be accessed frequently
• Business paperwork that isn’t needed for day-to-day operations

If you choose to store documents in a self-storage unit, opt for a climate-controlled unit to prevent paper deterioration over time.

Getting your documents organized is a great achievement, but maintaining that organization is just as important. Without a simple system in place, paper clutter can quickly build up again, leading to the same frustrating cycle of lost files and overflowing drawers. Here’s how to keep your papers under control year after year:

Schedule an Annual Paper Declutter

Just like you clean out your closet seasonally, set aside time once a year to review and purge outdated paperwork. During this session, shred expired documents and re-file important papers that may have been misplaced throughout the year. You should also reassess sentimental papers — do you really need to keep every greeting card or school project?

Keep Incoming Paperwork Organized

You can prevent clutter from building up by dealing with new documents immediately rather than putting them in a junk drawer. This means opening mail over the trash or shredder to discard junk mail right away, setting up an “action folder” for bills, receipts and items that require follow-up, and storing important documents in their designated folders or binders instead of letting them pile up.

Regularly Update Your Storage System

As your filing needs change, adjust your categories to make document retrieval easier. If a document has been digitized and no longer needs a physical copy, shred or discard it. If you’re using a self-storage unit, check in on stored papers occasionally to ensure they remain in good condition.

By making document organization an ongoing habit instead of a one-time project, you’ll avoid paper clutter from creeping back into your home. Plus, whenever you need an important file, you’ll know exactly where to find it without the stress of digging through endless stacks of paper.

For more tips on decluttering your home and sorting/organizing different items, explore the SmartStop blog.