Decluttering Guides

 Paperwork can mount up easily. We get bombarded daily with it and we can be unsure if we are supposed to keep it or not so we often end up keep it all and then can’t find what we are looking for when we need it. The stress mounts along with the paper itself.

The aim in any paperwork organisation system is to make work for you. For you to be able to access what you need, when you need it with relative ease. Below we look at 3 main areas:

• How long to keep paperwork for
   
• Keeping on top of it
   
• Reduce the paperwork coming in
   

 The guide below lets you know who long items can be kept for, but as an individual you’ll know if something may need to be kept in your circumstances due to previous problems or ongoing issues.

A GOOD RULE OF THUMB IS TO KEEP DOCUMENTATION FOR THE LIFE SPAN OF THE ITEM TO WHICH IT REFERS. GOOD, SERVICES, PEOPLE AND PETS TOO.

There are certain types of paperwork that need to be kept forever. Losing them can be a major hassle and quite costly to replace. Make sure these items are kept securely and filed properly.

 Forever documents

*Marriage/birth/death certificates, wills, house deeds (if you’ve paid off your mortgage) and adoption records are only issued in paper form.

*Life insurance, Wills, Living Wills and Power of Attorney: Make sure your beneficiaries know where your insurance policies are kept and who the main contact is. The same goes for your will – tell your family where it’s kept.

*Pensions: Make sure you keep all your documentation, otherwise you could end up missing out on hard-earned money. Don’t forget to tell your pension providers when your contact details change!

*Medical records: A medical exemption certificate lasts for five years or until your 60th birthday. Keep a note of your NHS number as you will need this when if you change GP. Keep hold of your Children’s Personal Child Health Record (the Red book), if you have a paper version (there’s now a digital version called the eRedbook).

*National Insurance number: If you’ve lost your NI card you should be able to find the number on a payslip, P60 or on a tax return. If not, you can apply for a replacement card.

*Passports and ID cards: This goes without saying. Even if you don’t plan on travelling abroad, your passport is a useful piece of ID.

*Driving licence: The paper counterpart to a driving licence has had no legal status since June 2015. You should destroy yours if you have one, but keep your photocard driving licence. However, paper-only driving licences issued before 1998 are still valid and must not be destroyed.

*Legal Matters – anything related to a legal matter, including certifications, licenses or deeds.

Business and Employment records are different. These need to be kept for a specific length of time. We have noted some below but please make sure you check the HMRC website for the latest information.

* Personal Tax Records – including your P60 and coding notices from HMRC – 2 years

* Pay Slips – 1 year (or only need to be kept until you receive your P60)

* Limited Companies – If you’re a director of a limited company, you need records of the company itself and its income. You need to keep the records for 6 years after the end of the relevant financial year.

* Self Employed – you need to keep a record of your business income and expenses for your tax return alongside your personal income. You need to keep the records for 6 years after the end of the relevant financial year.

Other types of documents, you need to keep them for the duration of its lifetime. Some of these will need to be passed on to new owners, some will expire and some will be replaced by new agreements.

*Rental Agreements: Keep until you have received your deposit back from your landlord or letting agent in case you need to argue anything. Keep evidence you have paid utility bills on rental property too.

*Extended Warranties: have different time limits depending on the manufacturer so make a note of the expiry date.

*Utility Bills : If you want to keep hard copies (rather than switching to online), up to 1 year is enough to allow you to make comparisons and be fully aware of your usage. Some people even only have the last 3 months

*Bank statements: If you want to keep hard copies (rather than switching online) For non -business accounts, a years’ worth should be plenty. This is usually enough time to be able to look back at any purchase made or correct any errors.

*Receipts : Keep until the returns policy has run out (usually 30 days), and you are happy with the purchase. If it is a high priced item with a warranty then keep until the warranty has run out also.

*Big ticket items related to home / car or pet : Keep for as long as you own them.

*Your car’s V5C logbook is also a paper document, which you must pass onto the new owner if you sell on your car. Keep it safe!

*Pet vaccination record: Keep proof of all their jabs and make a note when they need boosters. A pet passport lasts for ever, provided rabies vaccinations are up to date.

*Building works & Maintenance – keep for a record for the new owner. Property purchase, sale or improvement documentation should be kept for at least 6 years after sale or purchase.

*Certifications and policies : Keep until the next one reaches you – then the previous one is no longer valid.

*Phone contracts : Keep for the duration of the contract and replace when you renew.

• File paperwork in date order – when you add the latest, check whether you can get rid of what’s at the back of the file. This keeps the filing moving to stop build up.
   
• Separate into ‘Action’ or ‘file’ – get in the habit of taking action straight away on things that need your attention.
   
• Keep separate files for each family member – You could always colour code each person which takes up less space.
   
• Throw away receipts straight away from basic shopping – when your unpacking
   
• Keep it all on once place! The more piles, the more overwhelming.
   

• Online – so much is available online these days, from your insurance policies to bank statements, medical records to instruction manuals and paperless is encouraged. There is no real need to keep paper back up of anything you an easily find and replace online.
   
• Receipts – opt for online receipts where possible – find them easily with the search button function within your emails.
   
• Unsubscribe – both from items that come through the post and those that come into our mailbox. Magazines, subscriptions, catalogues.
   
• T&C’s – included by companies as a legal requirement, but do we read them? No! as long as you can find this information online you do not need to keep.
   
• Instruction Manuals – There are very few items that you can’t find the full user manual for online. Including electrical and household items. Check if you need to, but you don’t need to keep the manuals.
   
• Junk mail – Get in the habit of throwing away take away leaflets (You’ll find full menus and usually better deals online). Political campaigns – read it or put it in the recycling bin. Advertising leaflets – if it’s of no interest, recycle (really helps to have a recycling bin by the door or on your way back to the kitchen)
  Have a look at Mailing Preferences Services the Royal Mail and Fundraising Preference Service all of which you can register that you do not want any mail coming in to your address. There are forms to fill in online, and each takes a different length of time to be actioned but this will tackle the problem at the source.