Question:
Hi Lauren,

Many moons back I contacted you and you very kindly told me that there are places around Atlanta where I could take documents to be shredded. I would like to take a great number of boxes worth.  Could you recommend some places?

But before I can get to that stage, I need to actually get through way too many years worth of bank statements, old bills and credit card statements.  I am afraid I am daunted by the task.  I have probably 40 or 50 banker boxes worth of bills/statements that I have just pretty much thrown into those boxes.  Do you have any suggestions on how to cope with this mound?  I know the old saying “How do you eat an elephant?  One bite at a time.” but still I feel a little paralyzed.

Shawn

Answer:

Hi Shawn,

I recommend you start with the most recent boxes, since that is where you are most likely to find documents you may need to keep with your last 7 years of tax filings.  Set aside documents you are unsure about, and ask
IRS-EA (a tax preparer certified by IRS to represent clients in audit) or a CPA.

As you said, you can’t eat an elephant in one bite.  The most effective approach is to break this down into many mini-projects with goals and rewards.

Schedule specific, regular blocks of time to work on this. Turn off your cell phone and computer to reduce distractions. Take one or two boxes at a time into another (comfortable) room, away from the stockpile.

You may quickly find that once you gain momentum, you will do more than planned, and come away feeling great about it.  Some people like to set a reward up for themselves, like a favorite restaurant or activity.  For many,
though, simply seeing your results is reward enough!

Here are the IRS publications related to records retention guidelines for businesses and individuals.

Regarding the shredding service: It really depends on your location, for convenience.  In Atlanta, I  usually recommend Peachtree Secure Shredding, who do on-site and drop off shredding by the pound.

For now – you are right – you can let the boxes of “to shred” papers accumulate in a seperate area until you have enough to make it worth the trip.

Thank you so much for coming back to me for your questions.  I appreciate your confidence, and look forward to hearing about your success!

Wishing you a meaningful and productive day,

Lauren

Here are the three killer questions I ask clients to help them take action against clutter:

Do you need it?

In this category fall the many types of document a business is required to keep for a limited period of time, and some not at all.  Digital files are now acceptable in many instances, which allows you to move the originals off-site, or even destroy them (WHAT?!).  Also in this category are some types of statements and invoices.

Ask a CPA or visit www.irs.gov for the latest on document retention requirements and recommendations for your type of business.

Do you use it?

What’s cool about hoarding office supplies? Clear out the eight-pack of sticky-notes and staple refills, and you’ll have a drawer in which to put items you need to have accessible.  What to trash? Among other things, obsolete manuals and technology, and any memento that does not give you actual pleasure. Don’t walk, but run to dispose of mementos (your own property!) that make you feel badly about yourself, your career or your company.

Could you get it easily somewhere else?

The most obvious example of this is telephone company directories.  Through my experience, I am led to believe that people may think they are required to keep these, like users’ manuals.  I don’t wonder more than my clients why, oh why, do we keep heaps of virtually useless paper? If there is one thing you can get easily in this day and age, it’s a phone number.  Even if it’s not listed, you can ask a colleague or call information.

Stop unwanted directories at www.yellowpagesgoesgreen.org.