Tips for Personal Document Storage

Personal document storage

By Lis McNealey Davies, CDFA®
Owner, Financial Advisor

What to keep, where to store, and when to shred?

In a digital world, there are still documents that should be stored in paper form in safekeeping. Following is a discussion on what you need to keep, where we recommend you keep it, and when you can discard it.

Permanent records
For permanent records and documents that cannot be easily replaced, the originals should be stored in a safe and secured place, with protection from water, fire and theft. A bank safe deposit box or a fire-and burglar-resistant safe are good options. The following original documents should be kept in safekeeping on a permanent basis.

Adoption papers Birth Certificate Cemetery deed Citizenship papers Death certificate Diploma Divorce decree Guardianship papers

Health/Immunization records Household inventory with photos Insurance policy/invoices Lawsuits Letter of last instructions Marriage certificate Medical directive Military discharge

Naturalization certification Passport Power of attorney Social security card Trust document Veteran's papers Wills

You may want to consider scanning the originals and saving a copy electronically to a storage device or secured web-based filing system.

Temporary records
For temporary documents, such as tax and other financial records, these items can be typically stored in a locked filing cabinet. These items should be retained while they are current and active. For detailed record keeping information related to tax returns and their supporting documents, refer to IRS publication 17 (Part 1, What Happens After I file?). For other documents, a general time frame for keeping records is seven years.

Annuity contract Bank statement College financial aid Credit card statement Employment contract Form 8606 Home/real estate purchase

Investment account statements Loan agreement/statement Passwords Pension/retirement documents Personal property tax receipt Property tax assessment

Receipt (expensive items) Social security statement Stock/bond certificate Tax return Vehicle title/registration Warranty (with stapled receipt)

To assist with document management and file retention, following are additional points to consider:

1. To prevent additional time searching, it is advisable to keep an updated inventory list of all permanent and temporary files.
2. Shredding is one the best ways to dispose of outdated records. Invest in a personal shredder or engage a professional shredding service to discard items.
3. Shred items that contain social security and account numbers, birth dates, or any other sensitive personal information.
4. Contact your tax advisor or attorney if you have a question on what to keep or discard.

Lis McNealey Davies is owner of The Arlington Group Investment Consulting. A true leader in the female focused financial advisory niche, Lis builds upon the group’s strong foundation and core offerings to drive growth and champion the group as an emerging advisory company in the divorce, widowed and life transition niches. As a previous divorcee and mom to three wonderful daughters, Lis understands firsthand the importance of financial confidence.

The use of the CDFA® designation does not permit Wells Fargo Advisors or its Financial Advisors to provide legal advice, nor is it meant to imply that the firm or its associates are acting as experts in this field. Wells Fargo Advisors Financial Network is not a tax or legal advisor. Be sure to consult with your own tax and legal advisors before taking any action that may have tax or legal consequences.

Investment products and services are offered through Wells Fargo Advisors Financial Network, LLC (WFAFN), Member SIPC. The Arlington Group Investment Consulting, LLC is a separate entity from WFAFN.