Is it any wonder that we have a problem with paper clutter in our homes? Unless you have really worked hard to filter it down, you probably have paper flowing in from the mail, school, work and a plethora of other places. It can be really tough to filter it all out, but what if you need to find important documents quickly? Do you know what you should keep and where to store it? Will you be able to find it quickly? Will your loved ones? If you don’t know where these items are or you are the only one in your family who does, you could face a real hassle. These are the paper documents you should never purge, the reasons why you should keep them and where to keep them.
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Birth, adoption, death, marriage, and divorce certificates
Why you keep them: Birth and adoption records are one of the most commonly requested forms of identification from employers, the government, and insurance companies. Death, marriage and divorce certificates may also be requested in any number of legal or financial proceedings. However, without raised seals and original signatures, you will quickly find copies unusable. Rarely, will you find companies or government agencies that accept copies. If you have ever tried to replace one of these certificates you know it is usually a big hassle, so be sure to have your originals on hand in a safe place. Here is a great free guide on how to replace these documents.
Where to store them: Store these documents in a safety deposit box or a locked fire resistant safe in your home.
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Social Security Card and Passport
Why you keep them: Hopefully it is obvious that you keep your passport as it is a form of identification and the single most important document for traveling in and out of the country. Your social security card is one of your most vital documents needed for employment and government issued ID’s. You will find that only originals are accepted. If you have lost these documents, check out this free guide from the federal government.
Where to keep them: Keep your passport at home in a safe place such as a locked fire resistant safe. Make sure you have a copy when traveling in case you lose it. Keep your social security card in a safety deposit box or fire resistant safe at home.
Wills, Trusts, Powers of Attorney, Life Insurance Policies and Medical Directives
Why you keep them: If you are still under age 40, chances are Wills, Powers of Attorney, Insurance Policies and Medical Directives are not the type of documents that you think about. Whether you have kids or not, these are documents everyone should have in place. I know many people think it is morbid to think about them, but isn’t it better to have your wishes known. This can help your family in any situation that arises due to death, illness, or injury.
I have heard more than one horror story where someone died and the family could not find the will. The more complicated the situation, the more important it is to have these documents organized and easily accessible. Do not fall under the assumption, the lawyer who created it will have a copy of it. Lawyers can be disorganized, retire, move away, go out of business or die. Be sure to get a paper copy and a digital copy of these documents and put them in a safe place. Encourage all your loved ones to do the same.
Where to store them: These items are best stored at home. A locked fire resistant safe is the best place. It is not a bad idea to keep a separate copy elsewhere in case you lose the originals. Do not have too many copies of these documents floating around. You may give a copy to a family member, but be sure it is someone you trust.
Home and Car Titles and Deeds
Why you keep them: It is important to keep originals of all car and home titles and deeds until you no longer own that item. It is extremely difficult to sell any item with a title or deed without that paperwork. There are ways to get the paperwork if you don’t have it, but it is a long and lengthy process. Keep these documents for 7 years after you sell the vehicle or real estate.
Where to store them: Store these items in a safety deposit box or a locked fire resistant safe.
Loan and home closing documents
Why you keep them: Just like titles and deeds, you should keep all documents for any outstanding loans and all closing documents for your home. You never know when you may need to reference these forms and obtaining duplicate copies can either be expensive or impossible. Be sure to keep these records for 7 years after selling the property.
Where to store them: Store these items in a safety deposit box or a locked fire resistant safe.
Home Improvement Receipts
Why you keep them: Receipts for home improvement can help demonstrate the change in value of your home if you ever decide to sell it. Keep any records for home remodels such as replacing the roof or installing new air or heat systems These documents may also be important in case of a home fire to prove the value of repairs that need to be done. In addition to keeping the originals, you may also want to scan a copy to your hard drive or backup cloud service.
Where to store them: Store these items in a safety deposit box or a locked fire resistant safe.
Receipts for Large Expensive Purchases
Why you keep them: You should keep copies of all receipts for any expensive purchases. This could include furniture, appliances, electronics, jewelry, toys or many other items. These receipts can come in handy should you need to make an insurance claim due to loss by theft, fire, or other disaster. Documents like these are probably the only copy you have so make sure to put them in a safe place. In addition to keeping the originals, you may also want to scan a copy to your hard drive or backup cloud service.
Where to store them: Store these items in a safety deposit box or a locked fire resistant safe.
Military Records
These are vital records that will help you when it is time to receive military or veterans benefits. Read this guide to learn more about Veteran’s documents.
Where to store them: Store these items in a safety deposit box or a locked fire resistant safe.
Financial Records That Are Not Digital
Why we keep them: It is difficult to imagine that there are records you cannot find on the internet, but they do exist. You don’t want to be the one who finds out this myth is real. Be sure that you can find a digital copy of financial records that you have before you purge them. When you do find them, download a copy of it and save it in several safe places including cloud storage, a file on your computer and a computer backup. The paper records you may want to download include insurance policies, loan information and other records.
Where to store them: The item will determine where you keep it. Follow the guidelines for other items. If it is a document you will often need, try to store it at home, if not then use a safety deposit box.
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Sentimental Documents
Why you keep them: Always keep a curated collection of sentimental documents. These could be notes from your parents, love letters (hopefully from your spouse), pictures your children have drawn or any other special item. These cannot be replaced if lost.
Where to store them: The best place is a locked fire resistant safe in your home. An item like this is too easily lost in a fire. This is why it is so important to filter and choose to save only the most sentimental items to save.
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Final Thoughts…
Paper clutter is overwhelming to say the least. Once you know what you need to keep and where to keep it, you will be much better equipped when you have an emergency, crisis or you just need to locate a document. I recommend setting aside at least 5 minutes a day to start sorting and gathering these documents. You will be glad you did it once it is done.
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This is such an important topic. Thanks for such an informative post. Keep up the good work!
Thanks for the note. Please share with anyone you think this might help!