Rules to Help You Manage Digital Clutter

Winter is the time of year when I do my best organizing and decluttering. It’s one of my favorite things to do on a Saturday with no plans. By the time spring rolls around, the house feels lighter and a little more simplified. It’s easy to recognize when something in the home needs to be decluttered; however, it’s not as easy when it comes to your digital files.

When wanting to get organized, decluttering should always be the first step. We have to remove what we no longer want or need before we can organize. Physical clutter is really no different than digital clutter, you just can’t see digital clutter. Imagine trying to move 3,000 digital files at one time.

For many people, the struggle of what to keep or what to, delete, is always a hard choice. Sometimes it’s the “letting go” that plagues our heart and makes it difficult to decide. In 2008, I made the official transition to a paperless environment, which helped me drill down a system to manage my digital files. Even though I still struggle at times with making decisions, I’ve found that using the rules I created helps me to stay on track.

Rule #1: Only keep what I will actually refer to

I keep things I know I will actually reference again. Although this sounds logical, it’s actually really hard. We always “think” we will refer to it again, but then never do. One way to help me stay on track is I use the Date Modified field to help me see when I actually looked at something last. If I haven’t opened it in five years, I will most likely let it go.

Rule #2: Ask yourself, can I find this information somewhere else?

This is one of my favorite rules. If I can access this information somewhere else, why should I keep it? Medical reports and bank statements are a few things I tend to delete. I know that I can access my medical portal or bank account online and download something specific if I need it.

Rule #3: Low hanging fruit should always go first

Copies or versions of the same document are always the first to go.  I love to delete the easy stuff first (low-hanging fruit) because it can make a big difference instantly. Other quick items to delete are temporary files, downloaded files, and of course, emptying the trash can. 

Rule #4: Establish a filing routine

I treat my digital files exactly the same way I would treat physical files. I have created a workflow process (that’s a different post altogether), which allows me to tidy up, delete, and organize my files periodically, making it easier to find things and keep any excess at bay. I have one file box for all my documents to be scanned. When it’s full, I know it’s time to file.

If you’re still struggling with what to do, let’s make a plan to get your digital life organized.