Let’s
face it! Most of us know there are important information and records we
should have readily available at our fingertips. If you had five minutes to
evacuate your home, what would you take with you? What are your wishes in
case of a life- threatening medical emergency? Where is the safe deposit box
key? Who should your spouse contact in your company in case of a disaster?
Even if you know where to find the information, could someone else if you
were not available? Libraries and websites are full of recommendations about
crucial records – but how many of us ever get down to organizing what we
have? For many people in the “sandwich generation,” the issue gets even more
complicated, as we find it necessary to organize information for other
people in our lives.
Admittedly, this is not a fun job, but it doesn’t have to be overwhelming.
Don’t worry about doing the job perfectly – just get started! Here are seven
suggestions to make the job easier:
1. Identify one or more locations to file all crucial information. Start
with a portable file box in an easily accessible place. Papers that are
difficult or impossible to replace should be kept in a safe. Keep the key or
combination in more than one location. Keep copies of important papers, or
at least a list of the safe contents, in a separate location.
2. Start now to collect any papers related to banking, investments, property
owned, wills, insurance, medical, etc. Check the list at the end of this
article for suggestions.
3. Create a list of the contents of your filing system so you can easily see
what is available – or what you still need to acquire. (Kiplinger’s Taming
the Paper Tiger software will allow you, or anyone in your family, to find
anything you file in 5 seconds through an internet-like search. In addition,
it will automatically print out a report of your file contents in case your
computer is not accessible!)
4. Create copies now (certified, in cases of birth certificates, and other
crucial documents) in case you need them to provide government agencies, and
you don’t have access to a copy machine.
5. Put important original documents in plastic covers to protect them, and –
more importantly -- to prevent you from accidentally giving away an original
copy.
6. Notify the appropriate people where this important information will be
located in case you are not available when it is needed.
7. As you go through your day, be aware of the kinds of information that you
should add to your filing system. Identify a method, such as your Palm, an
index card in your pocket or a mini tape recorder, to make notes of new
items as they pop into your mind.
It may take you a while to obtain some of these records – but you might as
well get started. Most of us have fire insurance, but don’t expect our homes
or businesses to burn down. Why take a chance on not having the records you
need in case of any disaster? Besides, when you’re done, you’ll have a great
record- keeping system that will serve you and your family well in the years
to come.
IMPORTANT RECORDS CHECKLIST Adoption Records Bank Account Records – Checking
and Savings Birth Certificates Contact Information for: Alarm Systems Banks
and Other Financial Institutions Computer Hardware and Software Companies
Doctors/Vets Employer Insurance Agents Life Support Minister, Rabbi or
Priest Neighbors, Friends Power, Light, Gas or other Utility Companies
Relatives Social Security Office Credit Card Statements Divorce Decrees
Employer Benefit Statements Identification Records (driver’s license, green
card, passport, etc.) Income Tax Information (copies of past returns, proof
of estimated tax payments) Insurance Policies Investment Records Marriage
Certificates Mortgage and Other Loan Information Passwords Report of
Earnings from Social Security Social Security Card Titles, Deeds,
Registrations for Property and Vehicles Owned Traveler’s Check Numbers (in
case they are lost or stolen) Trusts/Wills
Note: You may want to keep contact information and important numbers on a
card in your wallet.
About the Author: © Barbara Hemphill is the
author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper
Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free
Forever. The mission of Hemphill Productivity Institute is to help
individuals and organizations create and sustain a productive environment so
they can accomplish their work and enjoy their lives. We do this by
organizing space, information, and time. We can be reached at 800-427-0237
or at www.ProductiveEnvironment.com
Recommended Books About Filing Paper:
How-To-File.com