By: Steven Joshua Samuel
Spring is an opportune time to improve how your financial records are organized. With another tax season over, we may as well get in better shape for next year and reduce clutter by discarding any unnecessary paperwork. Here are some tips on how to organize your records as well as what to stow and what to throw.
Roadmap of Important Information and Records in Case of Emergency
In case of an emergency, like a death in the family or catastrophe that could make some information inaccessible, you can make it easier to reconstruct information critical for your financial security with a "roadmap" of key names and numbers. This should include your social security number, date of birth and employment and contact information; contact information for yourself and spouse as well as physicians, tax, attorneys, financial and other professional advisors; as well as a list and location of investment accounts and retirement plan numbers, insurance policies, wills and other legal documents.
Active File for 2012 Financial Information
Use your 2011 tax information as a guide for naming files for 2012. In addition to the records that relate to 2012 only, add health records, current insurance policies, loan statements, appliance warranties, manuals and service contracts. Also add employment records, safe deposit box information (location, keys or access information and what it contains) if these apply to you.
What to Stow and What to Throw
A quick guide for deciding what and how long to keep records is listed below. Since all the information you will stow is sensitive, make sure you keep it in an accessible but very safe place.
1. Keep Forever
a. Birth certificates, marriage licenses, divorce decrees
b. Passports (even the old one may help if you lose the current one)
c. Education and Military service records
d. Life insurance
e. Social Security card and related documents
f. Will and related documents (but destroy any old ones as you update)
g. Updated Inventory of any household valuables
2. Seven Years
a. Income tax returns
b. Support materials for tax returns
3. One Year
a. Most Bank and investment statements can be discarded at year end
b. Bank and investment account statements that have tax support information are seven year holds
4. The duration of ownership for the following:
a. Title to cars and other vehicles
b. Home purchase and home improvement records
c. Insurance policies on home and cars
d. Purchase receipts, warranties, manuals on cars and large appliances
e. Mortgage and loan documents until paid in full
f. Contacts for business or home improvement
Since you may have special situations for which records are necessary, it is a good idea to review your list of what you will stow with your tax advisor and lawyer before you have fun shredding the rest. Also, for examples of lists and more helpful hints visit www.usa.gov and search the words Managing Household Records.