Protect your family from administrative stress. Jasmine Hathaway, an after loss professional and co-founder of PALS, offers this step-by-step checklist for managing your vital documents—both paper and digital—so your loved ones can focus on what truly matters.
Navigating the vast sea of paperwork and digital files that accumulate throughout a lifetime can feel overwhelming. Whether you’re downsizing, managing a loved one’s estate, or simply trying to get organized, knowing which documents to keep, which to discard, and how to store them is crucial.
As professionals who assist families after a loss, we’ve seen firsthand the difficulties that arise when vital information is missing. From bureaucratic hurdles to inaccessible online accounts, having a clear system for your important documents is a gift you can give your loved ones. While we embrace a digital world, some documents are still best kept in physical form, while others benefit from a smart combination of both.
Here’s a comprehensive guide to help you sort through your documents and implement best practices for storing them.
What Documents to Keep
When you’re sorting through a lifetime of papers, it can be tempting to shred everything, especially if you believe everything important exists online. However, we recommend holding on to a few key types of documents. These categories cover everything from legal matters to sentimental archives.
1. Legal and Estate Planning Documents
These are often the most critical documents to locate and secure. They are essential for carrying out a person’s final wishes and administering their estate. Many of these rarely have online copies.
- Will or Trust Documents: The foundation of your estate plan, outlining the distribution of your assets.
- Powers of Attorney: Legal documents that grant someone the authority to make financial or medical decisions on your behalf.
- Advance Directives/Living Wills: Instructions for your medical care should you become incapacitated.
- Funeral Instructions: Pre-paid burial or cremation plans, or any written instructions for your final arrangements.
2. Financial Records
Executors and family members need access to these records to understand a person’s financial landscape, including assets, debts, and accounts. While many of these are available online, a physical backup can be a lifesaver if digital access is a problem.
- Bank and Investment Account Information: Account numbers and contact information for banks and investment firms.
- Tax Returns: Keep at least the past 3-7 years.
- Retirement Account Information: Details on IRAs, pensions, and other retirement savings.
- Credit Card and Loan Statements: A few recent months can provide a roadmap to accounts that need to be closed or managed.
- Property Deeds and Mortgage Documents: Records of ownership and outstanding loans on real estate.
3. Insurance Policies
These documents are vital for filing claims and understanding coverage.
- Life Insurance Policies: The physical policy document may be required for a claim.
- Health Insurance Information: Cards or Explanation of Benefits (EOBs) can be useful for understanding medical history or resolving bills.
- Homeowner’s or Renter’s and Auto Insurance: Keep policies for as long as they are active.
4. Identification and Government Records
Certain agencies may require original documents for legal filings or survivor benefits.
- Birth Certificate
- Social Security Card
- Marriage and Divorce Records
- Military Service Records: Particularly important for burial benefits or VA claims.
- Naturalization or Immigration Papers
5. Medical Records
These documents can be useful for a variety of reasons, from filing claims to understanding medical history and resolving outstanding bills.
6. Sentimental or Family Archives
Not all documents are about legal or financial matters. Some hold immense sentimental value for family members.
- Old letters, journals, and family trees.
- Labeled photographs, scrapbooks, and yearbooks.
Best Practices for Storing Your Documents
A thoughtful storage system can make all the difference. Combining physical and digital methods offers a strong layer of protection and accessibility.
Physical Storage
Even in a digital age, some documents are best kept in a safe, physical location.
- Fireproof Safe or Lockbox: Use this for original, hard-to-replace documents like birth certificates, passports, and wills.
- Safe Deposit Box: Consider this for the most critical documents that are rarely needed, but remember to let your family know where to find the key.
- Organized Filing System: For less critical, but still important, papers (like tax returns or medical bills), use a well-labeled filing cabinet or file boxes to keep everything in order.
Tips for a Thoughtful Search:
- Start with obvious places like file cabinets, safes, and desk drawers.
- Don’t forget to check less obvious spots like boxes in closets, basements, or under beds.
- Look inside books or notebooks for tucked-away papers.
When in doubt, err on the side of keeping a document until you can consult with an estate attorney, CPA, or other professional.
Digital Storage
The average person has hundreds of online accounts, making a digital storage plan more important than ever.
- Digitize Paper Documents: Scan important papers to create digital backups.
- Secure Cloud Storage: Services like iCloud, Google Drive, or OneDrive can work well. For enhanced security, consider a dedicated password manager or a service designed for secure document storage.
- Organize Your Digital Files: Use a clear folder structure and consistent naming conventions to make documents easy for others to navigate.
- Grant Access: This is the most crucial step. Use features like Apple’s Legacy Contact or Google’s Inactive Account Manager to designate who can access your accounts after you’re gone.
- Designate a Digital Executor: Talk to your estate planning attorney about naming a “digital executor” in your will to manage your online accounts.
- Regular Review: Schedule a yearly date to review your digital assets. Check that your legacy contacts are up to date and that all documents are current.
A Note on Password Managers: These tools can be invaluable for organizing your online life. They can securely store not just passwords but also account information, which can serve as a valuable roadmap for your loved ones. The key is to ensure the tool itself has a robust security and legacy access plan in place.
After Loss Professionals
After loss professionals help people navigate the complex legal, financial, and emotional tasks that follow a death. They specialize in guiding families through a difficult time by providing practical support and expertise.
Their services can include:
Estate administration, like managing assets, paying debts, and distributing property.
Logistical tasks, such as closing accounts and canceling subscriptions.
Paperwork assistance, including locating and filing critical legal and financial documents.
Connecting families with grief counselors or other specialized resources.
Essentially, these professionals provide structure and support to help alleviate the burden on grieving families. Learn more at Professionals of After Loss Services (PALS).
