​The PAPER Method: Your New System

P – Purge the Backlog
A – Assess and Categorize
P – Plan Your Systems
E – Execute Daily Routines
​R – Review and Maintain

​Let's dive into each step:

​Step 1: PURGE the Backlog

​Time needed: 2-4 hours (do this on a weekend)
Before you can create systems, you need to deal with your existing paper piles. I know it feels overwhelming, but here's the secret: 80% of paper can be handled in under 30 seconds per item.

Your Purge Game Plan:Gather everything. I mean EVERYTHING:

• Kitchen counter piles
• Dining table stacks
• Bedroom dresser papers
• Car glove compartment documents
• That random basket where papers go to die

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Digital Templates

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Step 2: ASSESS and Categorize

Now that you've purged, let's look at what's left. Most families end up with papers in these categories:
Category 1: Action Required (Handle within 1 week)

• Bills to pay
• Forms to complete
• Permission slips to sign
• Appointments to schedule

Category 2: Reference (Keep accessible)

• Current insurance policies
• School calendars and contact info
• Medical information
• Warranties for current items

Category 3: Archive (Keep but rarely access)

• Tax documents
• Property records
• Legal documents
• Important certificates

Category 4: Sentimental (Personal choice)

• Kids' artwork
• School photos
• Special cards or letters

The key insight: Most people spend 80% of their time managing Category 3 and 4 papers, when 80% of their daily stress comes from Category 1 papers not being handled quickly.

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​Step 3: PLAN Your Systems

Here's where we design systems that work with your lifestyle:
System 1: The Inbox-to-Action WorkflowFor daily mail and papers:
STEP 1: Designate one spot as your "paper inbox" (basket by front door, kitchen counter corner, etc.)
STEP 2: Process inbox every 2-3 days maximum using the "OATS" method:

• Obvious trash (junk mail, expired items)
• Action required (bills, forms, appointments)
• To file (important documents)
• Scan and toss (digitize and discard physical)

STEP 3: Never let paper sit in the inbox longer than 3 days.
System 2: Digital-First FilingWhy go digital?

• Searchable (find tax documents in 10 seconds, not 10 minutes)
• Accessible from anywhere
• Takes up zero physical space
• Easy to backup and share
• Cannot be lost in a flood/fire

What to digitize:

• Bills and statements
• Medical records
• Insurance policies
• School documents
• Warranties and manuals
• Tax-related receipts

What to keep physical:

• Original birth certificates
• Social Security cards
• Passports
• Property deeds
• Wills and estate documents
• Contracts with original signatures

System 3: The Family Command BinderFor quick-access family information:
Section 1: Emergency Info

• Contact numbers
• Medical information
• School/work contacts

Section 2: Current Month

• School calendar
• Activity schedules
• Upcoming appointments

Section 3: Quick Reference

• Insurance cards (copies)
• Frequently needed forms
• Local service contacts

​Step 4: EXECUTE Daily Routines

Systems only work if you use them. Here are the daily/weekly routines that keep paper from taking over again:
Daily (5 minutes):

• Mail processing: Sort immediately when you bring it in
• Paper pickup: Clear surfaces of random papers
• Action items: Handle one piece from your action pile

Weekly (15 minutes):

• Inbox processing: Empty your paper inbox completely
• Bill paying: Handle all action items
• Scan and file: Process documents that need to be kept

Monthly (30 minutes):

• Archive cleanup: File important documents properly
• System review: Adjust what's not working
• Purge routine: Toss expired items

​Step 5: REVIEW and Maintain

Month 1: Your new system will feel awkward. That's normal! Stick with it.
Month 2: You'll start to see the benefits. Paper stops piling up as much.
Month 3: The system becomes automatic. You'll wonder how you lived without it.
Ongoing: Review your system every 6 months and adjust as family needs change.

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Digital Templates

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