Record Keeping & Paper Clutter

Did you know that it is widely accepted that more than 93% of human history is unrecorded according to estimates from experts? This leaves vast gaps in our understanding of past cultures, daily life, and even major events. So much of what we have to today is based on our ability to keep records from the past. Can you imagine what would happen if we had no record of what the radioactive elements are? The good news is that humans did keep a record of this and we are all safer today thanks to them.

The human mind is unreliable. We’re good at recalling memories, experiences and feelings, but not so great with recalling facts, numbers and finite information. Can you remember exactly what you ate for dinner three weeks ago on Tuesday night? How many bites did you take? There is a finite answer to these questions, but it’s not so easy to recall the correct answers.

So what are considered records? Are those the beige paper folders you see at your doctor's office when the receptionist pulls your file from their wall of shelves? Are they what you look through when searching for your favourite album in a music store?

Image by Mick Haupt

Record keeping goes beyond this. In some ways, it can be more of a concept rather than physical records. Records are generally defined as a piece of evidence from the past that are stored. Records exist to preserve information, ensure compliance and ensure accountability. There are different types of records like archives, financial statements, meeting minutes, emails and/or court documents. Records can be stored in different forms like paper, digital, databases, customer relationship management tools (CRMs), etc. This depends on the nature and purpose of the record. Record keeping also varies by industry.

Sometimes physical records can be more secure than digital records. But in most cases and where possible, we recommend to store files digitally.

We Need Records Because:

1. We need to learn from our past in order to move forward

2. We do not have brain capacity store a large amount of finite information in our minds

3. We cannot rely only on our memories. Memories get altered every time we remember them. The record is an exact unaltered copy of the original

4. When records are stored in a place separate from our minds, we can use our brain energy to focus on the present and future, and how to avoid mistakes

5. In some cases, we are required to keep records for financial and legal protection

Records also need to be organized, sorted, maintained and returned to the place where it belongs. The Dewey Decimal Classification System is a great example of this. Would you rather take time to sort through stacks of boxes, papers and books? Or would you prefer to be able to find the book you need within minutes?

Physical Records Matter Too

In today’s fast-paced digital world, it’s easy to think that physical record-keeping is an outdated practice. However, with the overwhelming accumulation of paper clutter in many households and offices, managing and organizing these documents can feel like a daunting task. There’s a hidden importance to maintaining physical records that goes beyond organization – it connects us to our past and secures our future. Physical records are a great backup to digital records. In some cases, these can also be more secure.

Image by Alexander Grey

Tackling Paper Clutter: Tips and Tricks

1. Sort and Categorize
   Start by categorizing papers into types, such as financial documents, health records, legal papers, and personal keepsakes. Dedicate a specific folder or space for each category to keep things organized.

2. Digitize Whenever Possible
   Consider scanning or photographing documents that don’t require a hard copy. Digital storage solutions like cloud services or external hard drives offer easy access and reduce physical clutter.

3. Establish a Routine
   Setting aside a few minutes each month to file, sort, and review papers helps maintain an organized system. Declutter as you go by discarding old or unnecessary items

4. Invest in a Filing System
   A well-organized filing system, complete with labeled folders and an index, can streamline the process.

5. Regularly Purge and Update
   Keep only what’s necessary. Periodically go through documents to ensure you aren’t storing outdated materials, like expired warranties or old instruction manuals. Shred anything with personal information to protect confidential information.

Bridging the Gap: Preserving Today for Tomorrow

Given that 93% of human history is unrecorded, our personal records are part of a larger cultural fabric, a legacy we leave behind. Our documents can one day contribute to a richer, more detailed picture of our time. By maintaining our records and reducing paper clutter, we create a balance that’s practical for today and impactful for the future.

If you’re struggling to keep your documents organized, buried in paper clutter or need some type of record-keeping system, we’re here to help. Please contact us for a free discovery call, and let’s work together to transform your record-keeping habits into a sustainable system that will benefit you – and perhaps, future generations. You can relax while we organize and maintain your records on your behalf.

 Until next time, stay balanced!