Where should I save my important documents

Efficiently organize, retain and dispose of important documents with these personal financial record retention guidelines

Credit to Ameriprise Financial for this article.

Organizing your financial life begins with getting your records in order. But managing the constant flow of new documents, while also retaining the old, can feel overwhelming. Left unattended, pay stubs, financial statements and tax forms can quickly pile up.  

Thankfully, there are practices to help you manage these sensitive files efficiently and securely. 

Working with a financial advisor gives you access to digital tools and safe document storage to help simplify record keeping. Here’s how to keep your financial records organized — so you can feel more confident about your financial life: 

1. Gather your records  

The first step in learning how to keep your financial records organized is gathering all your financial documents in one place to account for the breadth of records you’ve generated in the past and how often you receive them. Locate paperwork stored in physical or digital files, email or paper inboxes or other areas. 

Here are a few documents to look for: 

• Tax statements / returns 

• Retirement plan and investment statements 

• Mortgage and personal property records 

• Insurance policies 

• Bills 

• Receipts 

• Financial account statements 

• Checks 

• Pay stubs 

• Employee benefits 

• Estate planning documents 

2. Audit and dispose of outdated paper documents 

While there will be numerous records you’ll need to retain, there are also likely many you’ll be able to discard. Remember to shred any documents containing account numbers, birth dates, Social Security numbers or other potentially identifying information before you dispose of them. As you review your paper documents, consider if you can access these documents online or if electronic delivery is an option.

Personal financial record retention guidelines 

A month or less	Credit card receipts  Bank withdrawal and deposit slips  Utility, cable and cell phone bills (unless you are self-employed and need them for tax purposes)
1 year	Pay stubs  Investment account statements  Medical receipts   Monthly bank and credit card statements
7 years	Tax returns  Supporting tax documentation, including W-2s, brokerage statements, tuition payments and charitable donation receipts
Forever	Annual statements for 401(k), IRA, Roth IRA and other investment accounts   Mortgage records and other documents related to the purchase of your home (such as real estate commissions or legal fees)  Legal documents  Receipts for home improvements (until you sell the property)  Receipts for valuable personal property (to establish value in case of loss or damage)  Automobile records (until you no longer own the vehicle)  Estate planning documents (wills, power of attorney forms, trusts, etc.)

3. Decide where (and how) to store your records 

It’s easy to misplace documents if they don’t have a designated home, which is especially important for records that you may need on short notice or in an emergency. Consider the best location for your files: 

• Physical records: While a folder or binder might be enough if you have just a few physical documents, you are more likely to need a file box, drawer or cabinet dedicated to your financial records. Consider a fire-resistant file cabinet or safe to store original, hard-to-replace physical records such as a will or power-of-attorney documents. 

• Electronic records: Storing records electronically can save space and provide added security. Many banks and financial institutions offer clients access to records on their sites, which can be convenient and seamless for you. However, if you prefer to have your own copies, bank and credit card statements can be downloaded and saved digitally, while physical papers can be scanned and converted into electronic files. If you store your electronic records locally, remember to create backup files on a portable storage device or on an encrypted cloud storage service.  

  • CLICK HERE for access to our online tools for digital storage.

Advice spotlight

A bank safe deposit box is not ideal for storing important financial documents. While helpful in some circumstances, the box will only be available during bank hours, and only people with an authorized signature on file can access it. In many cases, a fireproof safe at home is a better option for physical items you need to keep secure but also accessible.   

4. Create a filing system that works for you 

There are many ways to organize files, but the most important factor is creating a system that makes sense to you — and to be consistent with file naming and location. For example, you could organize your system by type of financial document (i.e., estate and legal documents, bills, receipts, tax statements, payment stubs) or by broader life topics and events (i.e., car, house, work, wedding, insurance, etc.). 

Whatever system you choose, consider organizing documents within each folder chronologically for easier access when you need them.  

5. Make a list of accounts and passwords 

In case you ever get locked out of your accounts or if a loved one needs access, create a list of all financial records and accounts, as well as instructions to access them, including usernames, passwords and PINs. Keep the list secure and updated, and share it only with those you trust, such as a spouse, partner or adult child.  

6. Review and purge your records annually 

At least once a year, review and discard old and unneeded documents — both physical and digital. For physical records, shred — don’t just recycle — documents, especially those that include any personal information such as account numbers, birth dates or Social Security numbers. 

Manage your records effectively and safely  

Organizing your financial records can give you clarity about your current financial situation, making it easier to reach your financial goals. If you have questions about the digital tools Dominion offers clients to store important documents, reach out to a Dominion Advisor.