How to Organize your personal documents?

Keeping your personal documents organized

Do you have piles of personal papers scattered around your home and you are feeling overwhelmed?  It’s not uncommon to feel overwhelmed with the clutter and not knowing where to start with the organization.  This blog will provide you with tips on how to organize your most valuable and private information, including social security numbers, health and financial information, and property records.

Tips on how to categorize your personal documents:

·         Personal Information: Birth certificates, Social Security cards, passports.

·         Financial Documents: Bank statements, tax returns, pay stubs, investment statements.

·         Insurance Policies: Health, car, home, life insurance policies.

·         Legal Documents: Wills, power of attorney, leases, contracts.

·         Medical Records: Immunization records, medical history, prescriptions.

·         Academic Records: Diplomas, transcripts, certificates.

·         Physical Filing: Use file folders and a filing cabinet for physical documents. Label folders clearly.

To begin, go through your documents and discard outdated or unnecessary papers to ensure everything is up to date. Organize your personal information and academic records by the level of its importance to you. Ideally, your personal identification documents, such as birth certificates, social security card and passports should be stored away in a lockbox or file cabinet.  Financial documents such as banks statements and tax returns, insurance policies and medical records should be sorted in date order using reverse chronological order method. For example, the oldest documents should be placed behind the newest. That way, you will have the most recent document in front.

It is important to use file folders and label each folder and then create subfile folders to identify the documents you place in them. For example, label the file folder Legal Documents and then label the subfiles in the file folder Wills, Power of Attorney (POA) and Contracts. Each document should have its own sub-file folder. This ensures that all documents have its designated place in the file cabinet.  Do this method for every category of your file organization.

Another great way to organize your personal documents is by electronic computer files. Same as physical filing, create a new folder and label it medical records and then create a subfile folder inside of the medical records file such as immunization records, medical history, and prescription. Scan the documents to your computer and begin the process of renaming the documents. Make sure to date your electronic documents in the sub-file using the yr/month/date followed by the name of the document and where the document is from. For example, if the date on the document is February 1, 2025, then you will label it in the electronic file 2025.02.01. medical records-(hospital or clinic name here). Following this date method will ensure your electronic files are organized in date order. Having your personal documents stored on your computer is the most efficient way to locate your documents in the event you need them to meet with an Attorney for a potential lawsuit or probate matters. It’s also a great idea to let a trusted family member or friend know where these documents are kept in case of an emergency.

Following these tips will give you a jumpstart on getting your personal documents organized and help to maintain organization consistency.  For more information on blog tips or if we can assist with any outstanding legal issues, please call Bonnie Spencer at 713-961-7770.