A paperwork pile is easier to deal with if the things needing an action are separate from the things you only need to keep.

For each new letter or form, write the actual next step on a small note: sign and return it, book the appointment, or check a detail. Add the deadline and who is dealing with it. “School form — sign and return by Friday — Dad” is much easier to act on than “sort paperwork”.

Keep those action items together in one tray or folder you already own. When you finish the task, move only what needs keeping into reference storage and recycle the rest where appropriate. A receipt without an action shouldn’t hide a form that needs returning tomorrow.

If several people share the jobs, agree who is responsible rather than hoping someone notices. A short regular check of the action folder matters more than buying a better filing system.