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Even on an everyday basis, systematic recordkeeping makes it easier to pay bills on time, find receipts, and share paperwork chores.
Never search again for an important household paper. Organize your record-keeping system to save time and effort. If you have space on the label, include the type of account checking, savings, money market, etc.
Place your most recent statement in this folder. Later, add others in order of the month that you receive them. In many households, one adult may be better-suited to record-keeping and financial tasks. Many people do not have the luxury of a separate room to serve as a home office. So, determine a location in your home that works for you and your household.
Some people want their home work space to be in the mainstream of family activity, such as a family room or kitchen. Others prefer a quiet place, like a corner in a bedroom. Parents of young children sometimes set up their home office where they can keep an eye on the youngsters.
Whichever location you choose, make sure it includes a table, desk, or other flat work space as well as good lighting and a comfortable chair. A telephone and wastebasket should be nearby, as should a file box, drawer, or cabinet. Keep pencils, pens, paper, paper clips, tape, envelopes, stamps, and file folders handy. Whether you have a home office or a kitchen table for paying bills and keeping records, your job will be more difficult if you accumulate stacks of papers.
If you can delegate some record-keeping tasks to someone else, you may want to provide them with a second box, basket, or envelope for the items they will process.
Some people like to use a third container simply for papers that have already been handled and that need to be filed. Filing papers in labeled folders works best for most people. For ease of access, many people prefer the hanging style of file folder that can be suspended in file drawers or in any of the various plastic or cardboard boxes available at office supply stores. As you file each item, date it. If you decide to discard it instead, be sure to shred it or safely burn it if it includes sensitive information that could be misused by an identity thief.
Most of us get a lot of junk mail. To avoid identity theft, shred credit card offers and other papers that include personal information before you discard them. Alternatively, print the mail-in form from the web site, fill it out, and send it in. Because some mailings are prepared far in advance, allow days for your registration to become fully effective.
Although the typical consumer will see a great reduction in the unsolicited mail he or she receives, not all commercial mail will stop. That will keep your name off the lists these credit-reporting companies supply to creditors and insurers. Important household papers include family, property, financial, and legal papers that legitimize and protect you, your family, and your estate. They document identification, ownership, legal and financial status, employment, education, and family history.
Be sure to update the information at least once a year. Properly completed and kept current, your Record of Important Papers can help you find records when you need them and be a guide to you or others in an emergency.
Keep an extra copy of the completed form in a secure location outside your home and double-check it periodically against your working copy to make sure the two versions are the same. Among your important papers should be a household inventory — an itemized list of your personal belongings. Whether you are a homeowner or renter, an accurate household property inventory is a necessity.
It provides information for:. In case of a loss due to burglary, vandalism, or an insured peril, your insurance company will require a list of all items lost or destroyed. Refer to Household Inventory for more detailed information. You can enter your personal information into the Household Inventory Interactive Form available in rtf format and save it on your computer hard drive. List a description of each item, serial number, purchase date, original cost, and estimated current value. Record that information on your household property inventory list and keep it up-to-date.
Store an extra copy of your inventory in a secure location outside your home and compare it periodically with the original to make sure the versions remain identical. Important family, property, financial, and legal papers should be kept in the following locations:.
Some frequently needed items should be kept with you at all times. Your wallet or purse is the best place to store:. Do not carry your Social Security card — or a Medicare card bearing your Social Security number — in your wallet or purse. A dishonest person could use your Social Security number, your birth date, and other information in your wallet to steal your identity.
If you need to access your Social Security or Medicare card frequently, keep them in a secure place at home. Wallets or purses can be easily lost or stolen. Photocopy items in your wallet or purse and keep the copies in a safe place at home. Current files contain papers that you need frequently.
They should be located in the most accessible drawers in a file cabinet or desk or in the easiest-to-reach boxes. You can also store some of them on a computer hard drive that is backed up consistently to a computer disk or jump drive. Examples: Bank and credit union statements, bills to pay and paid bills, medical information.
These are general-purpose records retention guidelines. If you have unusual or extenuating circumstances in your life please check with your accountant or attorney before pitching any important legal, business, or financial paperwork.
This is because these items would be hard to replace and you may be asked to provide them later in life. Businesses are held accountable to a much stricter set of rules than individuals.
To complicate matters further, many industries healthcare, insurance, law, etc. In addition to the items listed above, all companies should create permanent files for:. You should retain these records according to the following guidelines:.
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