Throughout a child’s school career, parents are inundated with mountains of paper.

Graded assignments, artwork, report cards and an array of other school documents pile up and get stashed into desk drawers or displayed on refrigerators. Every once in a while, we think, “I really need to sort through this stuff,” but few of us ever do. And if we do tackle it, we wonder, “What should I keep and what should I pitch?” Here’s some advice on how to get a handle on organizing your child’s school records.

Create a system “At the beginning of the school year, set up a file box with hanging folders labeled for each school subject and extracurricular activity. Color code it for each child,” says Kathy Schlegel, founder of Organized Enough Coaching and Consulting in Pennsylvania. “In this box, place items that are no longer active but may need to be retained until the end of the marking period. Once grades have been verified through the report card, discard any filed papers you don’t need.” At the end of the school year, Schlegel suggests moving papers you want to store permanently to a different file box.

“This one will house school records in subsequent years,” she continues. “Create a file for each of the following: report cards, battery tests and Individual Education Plans (IEPs), etc. Label each file accordingly, then put them in order, with older records in the back and newer ones in the front.” Avoid storing records in attics or basements, as high humidity and heat can affect preservation.“Items you want to preserve should be stored in a climate-controlled living area,” says Randy Goss, a records preservation officer in Delaware. “Place them in something that won’t speed deterioration. Acid-free file boxes and folders made out of paperboard are a good option, because they have an alkaline buffer to counteract acid in the paper.

“Another option is to purchase fireproof and waterproof file boxes that hold 8½-by-11- inch folders. If you use sheet protectors, opt for clear polyester or polyethylene. To create a keepsake, use acid-free scrapbooking materials and put them in binders.” Implement a plan Knowing what to save and for how long is important, but parents must have a plan toBe sure that they keep the document deluge at bay. Here are some tips for implementing a school paper plan.

1. MAKE IMMEDIATE DECISIONS.

When your children get home from school, go through and discard all insignificant papers, then decide which ones to display and which, if any, to keep. The following questions may help in the decision-making process: Is this an inventive story or unique drawing?

Will it inspire my child to continue in his creativity in the future? Is it reflective of a particular hobby or interest during this period of his life? (If so, keep only one sample.) Is this a special report with an exceptional grade and/or encouraging teacher comment? Over time, retain a few really impressive pieces and put your child’s age, grade and date on the backside, so you’ll remember later.

2. DON’T PROCRASTINATE.

When your child comes home with a permission slip or a test that you must sign, don’t set it aside, thinking you’ll handle it later. Even if the deadline is weeks away, immediately sign the document and hand it back to your child to put in his or her school folder. Things that can be handled quickly should be handled immediately.

3. MAINTAIN FOR THE MARKING PERIOD.

Keep graded papers that may be in question through the end of each marking period in case there is a discrepancy on the report card and you need documentation to discuss it with the teacher. Likewise, maintain your child’s attendance record to be sure it accurately reflects the numbers listed on the report card. At the end of the marking period, discard all items no longer needed.

4. PRESERVE FOR PATTERNS.

If your child is struggling and may need a tutor, consider keeping samples of his work to show troubling academic trends.

5. ACT ON THE UNFORESEEN.

Retain report cards, battery tests and immunization records for the duration of your child’s academic career in the event of a catastrophe. If he is in a special education program, maintain at least three years of
IEPs, as well as any fact sheets that document medical evidence or his initial diagnosis.

6. DECKED OUT FOR DISPLAY.

There are a number of ways to display items: magnetic white boards, bulletin boards, picture frames and clotheslines strung across your child’s room. Let children decide which items to display. Include papers from different genres. Create a system whereby displayed pages are removed and new ones put up. As items are replaced, save only works you need or want to file away.

7. SAVE FOR POSTERITY.

Slip special papers into clear, threehole punched sheet protectors and place them in a binder. Take photographs of artwork and either include it in the binder or make a separate photo album. Create a chronological binder to track your student through each grade. Have him fill out a page with characteristics about each year: who his teacher is, his favorite subject, accomplishments or awards, best friends and what he wants to be when he grows up.

Include a pocket folder for each year where you can store report cards and other special mementos. Upon graduation, make a copy of your transcripts and diplomas and file away.

8. DISCIPLINE OF DOWNSIZING.

Teach your child how to continually downsize paper piles by helping him learn which items are of true lasting value and which ones can be quickly discarded.

Maintain high expectations of your child’s accountability in keeping track of and delivering documents to his teacher. In doing so, he will begin a life-long habit of clutterfree living and responsibility that will benefit him for years to come.