{"id":10045,"date":"2020-05-12T23:31:09","date_gmt":"2020-05-12T23:31:09","guid":{"rendered":"https:\/\/officeotter.org\/?p=10045"},"modified":"2020-11-06T03:42:28","modified_gmt":"2020-11-06T03:42:28","slug":"keeping-paper-when-going-paper-free","status":"publish","type":"post","link":"https:\/\/officeotter.org\/keeping-paper-when-going-paper-free\/","title":{"rendered":"What Should I Keep?  Going paper-free without losing anything."},"content":{"rendered":"\n<div class=\"su-note\"  style=\"border-color:#dadada;border-radius:3px;-moz-border-radius:3px;-webkit-border-radius:3px;\"><div class=\"su-note-inner su-u-clearfix su-u-trim\" style=\"background-color:#f4f4f4;border-color:#ffffff;color:#333333;border-radius:3px;-moz-border-radius:3px;-webkit-border-radius:3px;\"><em>Disclosure: Guess what?  Otters eat over 10 pounds of sashimi a day!  To help offset the cost of food (and running this website), <a href=\"http:\/\/officeotter.org\/disclosure\/\">we receive a commission<\/a> if you click on a link and purchase something.<\/em><\/div><\/div>\n\n\n\n<p>Going &#8220;paper-free&#8221; is a personal or professional goal for many.&nbsp; It means to transition from paper as a mode of storing information in favor of digital resources.<\/p>\n\n\n\n<p>There are many reasons for wanting to go paper-free, such as less clutter, saving physical space, concerns for the environment, or a minimalist aesthetic.&nbsp; What ever your reason, clearing out filing cabinets may mean scanning and saving files to keep a digital version.&nbsp;<\/p>\n\n\n\n<p>When deciding to go paper-free, you may find yourself with a few questions:<\/p>\n\n\n\n<ul><li>Does everything need to be scanned and turned into a digital file?<\/li><li>Is there anything I need to save a paper copy of?<\/li><li>If I scan everything, how do I avoid &#8220;digital clutter&#8221;?<\/li><\/ul>\n\n\n\n<p>This article will address what to keep in paper form, what can get digitized, and considerations of digital clutter.<\/p>\n\n\n\n<p><strong>Read: <a href=\"https:\/\/officeotter.org\/going-paper-free-instructions\/\">How to go &#8220;Paper-Free&#8221;: Step by Step Instructions<\/a><\/strong><\/p>\n\n\n\n<h2>What You Should Keep as Paper<\/h2>\n\n\n\n<p>It may seem a bit counter-intuitive to suggest keeping paper in an article about going &#8220;paper-free&#8221;.&nbsp; But the truth is, there are some things you will want to keep a hard copy for your records, for safekeeping, or because current systems do not allow digital versions of the document in question.<\/p>\n\n\n\n<p>Documents you should keep in paper version are called &#8220;Permanent Documents&#8221;.&nbsp; <strong>Permanent documents have at least one of the following criteria:<\/strong><\/p>\n\n\n\n<ul><li>Irreplaceable or difficult\/costly to replace<\/li><li>Items with ink signatures or stamps that will not be transactionally accepted digitally<\/li><li>Sealed documents (such as transcripts)<\/li><li>Documents that may need to be accessed by someone else at your time of death or in case of an emergency<\/li><\/ul>\n\n\n\n<p>For example, you may be asked to present a copy of your marriage license when applying for a mortgage.&nbsp; If you have a stamped copy (depending on your state or country), keeping this document will save you a trip to your county courthouse &#8211; and any associated fees!<\/p>\n\n\n\n<p>Another example of a permanent document may be a last will and testament.&nbsp; While you or your lawyer may have a digital copy of this document, having the latest copy printed in your filing cabinet can be helpful for your survivors.&nbsp;<\/p>\n\n\n\n<p>Finally, have a small packet of items in a fire\/flood safe box that gives you the information in case of an emergency.&nbsp; Digital versions are great, but it can also be helpful to have insurance policy numbers, agent contact information, and passports in a place that is easy to grab if you have to leave your home immediately.&nbsp;<\/p>\n\n\n\n<p><strong>Examples of permanent documents:<\/strong><\/p>\n\n\n\n<ul><li>Title of a home or automobile<\/li><li>Certificate or an educational degree<\/li><li>Sealed transcript from higher ed institution<\/li><li>Bond \/ Loan certificates<\/li><li>Licenses<\/li><li>Birth certificates and social security cards<\/li><li>Wills or trust documents<\/li><\/ul>\n\n\n\n<h2>Important Documents for Digital Filing<\/h2>\n\n\n\n<p>The next question to ask yourself when going paper-free is, &#8220;what documents should I scan and save as a digital file?&#8221;<\/p>\n\n\n\n<p>Some people prefer to scan and save everything in case it is ever needed.&nbsp; Others wish to reserve digital space and avoid digital clutter.&nbsp; What you choose to save is up to you, but here are some items we highly recommend saving as a digital backup.<\/p>\n\n\n\n<h3>Financial Documents<\/h3>\n\n\n\n<p>While you probably won&#8217;t need to save your receipt for donuts from three years ago (unless you are deducting it!) there are certain financial documents you should hang on to.<\/p>\n\n\n\n<ul><li>Tax returns<\/li><li>Business receipts \/ deductions<\/li><li>Quarterly investment statements<\/li><li>Debt agreements and loan terms<\/li><\/ul>\n\n\n\n<p><strong>Read: <a href=\"https:\/\/officeotter.org\/financial-documents-in-evernote\/\">How To Process Financial Documents in Evernote<\/a><\/strong><\/p>\n\n\n\n<h3>Employment Documents and Contracts<\/h3>\n\n\n\n<p>Keeping a copy of contracts is a no-brainer.&nbsp; Having digital versions can be helpful in locating the information you need quickly.&nbsp; These documents will be great to have on hand:<\/p>\n\n\n\n<ul><li>Employee tax documents (W-4s, yearly W-2s, or 1099s)<\/li><li>Employment contracts and job descriptions (the latter is an informal contract of services)<\/li><li>Rental agreements and leases<\/li><li>Contracts for services: lawyers, builders, developers, contractors of any type<\/li><li>Legal filings and agreements<\/li><\/ul>\n\n\n\n<h3>Policies and Warrantees<\/h3>\n\n\n\n<p>Insurance companies may keep a copy of your policy on their website &#8211; just log in and download!&nbsp; But make sure you download the latest version (and disregard a previous version unless making a claim during that time period).&nbsp; <\/p>\n\n\n\n<p>Why keep a copy?&nbsp; Because you never know when their portal may change, or worse, the policy changes from the one you signed up for!<\/p>\n\n\n\n<p>Additionally, keeping a scanned copy of warrantee information from products you own can be helpful if you ever need to make a claim against it.&nbsp; Create a digital file for a product warrantee, including any instructions or manuals if available, and add details about the product &#8211; such as when and where you purchased.<\/p>\n\n\n\n<h3>Medical Records<\/h3>\n\n\n\n<p>Health care in the United States is not centralized or universally accessible.&nbsp; Coverage and providers may change based on location or employer.&nbsp; Therefore, we recommend keeping a digital copy of all medical records.<br>This may include:<\/p>\n\n\n\n<ul><li>Prescription information, Rx #, drug interaction\/symptoms information<\/li><li>Test results and lab work<\/li><li>Doctor&#8217;s orders and any recommendations from appointments<\/li><li>Scans, x-rays, and other important information pertaining to your health<\/li><li>Medical record numbers, health insurance information, and provider information<\/li><\/ul>\n\n\n\n<h2>Be Wary of Digital Clutter<\/h2>\n\n\n\n<p>Once you have scanned and filed the important stuff, it is time to take a hard look at what might not be so important after all, and how this can contribute to digital clutter.<\/p>\n\n\n\n<p>Digital clutter is just like paper clutter, but on a computer, hard drive, or cloud system.&nbsp; It may seem innocuous at first, but too many unnecessary files have drawbacks.&nbsp; They may become difficult or complicated to organize.&nbsp; Or, even if well organized, old files take up space.&nbsp; It may mean buying a second, or larger hard drive.&nbsp; Or spending more money for more space in a cloud-based system.&nbsp;<\/p>\n\n\n\n<p>Truthfully, just because you CAN save a file digitally, doesn&#8217;t mean you should.\u00a0 <strong>Here are some examples of files that can simply be skipped into recycling:<\/strong><\/p>\n\n\n\n<ul><li>Old insurance policies that are no longer effective and no claim was made during the time of the policy<\/li><li>Receipts for products you no longer own or cannot return<\/li><li>Bills or statements to utilities from months or years past (the most recent version will do)<\/li><li>Brochures, catalogs, and mailer advertisements (record the information you need and dump it)<\/li><li>Outdated versions of documents for work<\/li><li>Scrap paper and notes if already recorded somewhere else<\/li><\/ul>\n\n\n\n<p>Anything else can be scanned, saved, or recycled at your own discretion.&nbsp; Enjoy the paper-free lifestyle!<\/p>\n\n\n\n<p class=\"has-small-font-size\">Featured photo by&nbsp;<a href=\"https:\/\/unsplash.com\/@seargreyson?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Sear Greyson<\/a>&nbsp;on&nbsp;<a href=\"https:\/\/unsplash.com\/s\/photos\/stack-of-paper?utm_source=unsplash&amp;utm_medium=referral&amp;utm_content=creditCopyText\">Unsplash<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Even when going paper-free there are still some things you want to keep on hand.  Learn what to keep in paper, and what you don&#8217;t need to save after all.<\/p>\n","protected":false},"author":2,"featured_media":10058,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[97],"tags":[113,111,110],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What Should I Keep? Going paper-free without losing anything. - Office Otter<\/title>\n<meta name=\"description\" content=\"Even when going paper-free there are still some things you want to keep on hand. 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