Losing my mom last year taught me some things about how to organize and store important documents and paper information. She kept everything— every scrap of paper her kids and grandkids had ever scribbled on, every birthday card, every graduation program. She even printed out emails, y’all. I’m not joking.
Not only did we have to navigate the grief of losing her, but we also faced the monumental task of sorting through all of her belongings. Thankfully, she had done a good job of organizing the most important documents, like birth certificates and Social Security cards, in a fireproof file cabinet. However, there was still some missing paperwork that sent us on a scavenger hunt, such as the deed to the cemetery plot that was purchased in 1985.
Now that I’m creeping up on 50, I’ve realized it’s time to get my affairs in order. I handle almost all the paperwork in our house. I pay the bills, file the taxes, and balance the checkbook. If something happens to me, I want it to be a seamless transition for my husband and kids. Information like bank account passwords and our accountant’s contact info needs to be easily accessible to my family— not just stored in my brain. We are living in a paperless society, but sometimes old-school methods work best. This is one of those times.
I’ve created a three-part filing system to help me (and YOU!) navigate this easily. Download this 5-page template for Avery 5266 1/3 cut file folder labels. Here’s how it works:
1. The Everyday aka Less Important Docs
The first (and largest) section is kept in a fireproof file cabinet and includes all the everyday household documents, such as utilities, bills, credit card and bank statements, mortgage information, and more. All our retirement accounts and insurance policies are also stored here. I’ve also included all medical records and medication lists in case of an emergency. There’s even a section for our airline travel and hotel reward points, so they won’t go to waste if I die and nobody knows where to find them. Y’all better take full advantage of those Southwest SkyMiles, dang it!
2. The ‘Go Bag’ Important Documents
The most important documents are kept inside a fireproof accordion file “Go Bag” in case of an emergency and we need to leave in a hurry. Birth certificates, Social Security cards, copies of driver’s licenses, and passports—all of it is stored here. I’ve also included my kids’ vaccination records, so school and summer camp registration is much easier when I know exactly where to look.
I’m not a true prepper, but I like to be prepared for emergencies, whether it’s a zombie apocalypse or a local forest fire. I can’t load an entire file cabinet into the car, but I can grab this sleek little black bag with all of our most important documents inside. Don’t worry about portability—it stays stored inside a large fireproof gun safe in the basement, so it can’t be easily stolen.
3. The Rolodex Docs
The last section also is kept inside the Go Bag. Who remembers Rolodexes? These days, if I didn’t have my iPhone as my main contact list, I wouldn’t even know my own kid’s phone number. Isn’t that scary? But it’s true for many of us, I fear.
This section contains contact information for family, friends, coworkers, and professionals such as insurance agents, financial advisors, accountants, doctors, and lawyers. Call me old-fashioned, but I need to have a hard copy of everyone’s contact information just for peace of mind.
I’m proud of this system. It says, “I’ve got my life together.” Add some stylish file folders and a sleek fireproof filing cabinet and it screams, “We are pros at adulting here.”
Imagine leaving behind an organized binder o’ Zen instead of a scavenger hunt when you pass away. Now you know how to organize and store important documents! Together, we can transform our paper chaos into peace of mind. I hope you’ll download your copy of these labels and stop putting off this important task.
Download the File Folder label template in my printable store:
Assemble your own Box from my Amazon store:
Beth, you are so smart!! Both of my parents passed away last year and it was the hardest thing ever. Thankfully, they were both very organized and I was able to find almost everything we needed. It’s such a difficult and overwhelming process even when you do have all that you need…I can’t imagine finalizing someone’s lifetime of accounts without all the information. One thing I could not find and had to track down – my parent’s divorce decree. Neither one had a copy in their files. I’m guessing it was not a happy thing and neither wanted the reminder. It was a document we had to have though and getting it from a courthouse wasn’t simple. Food for thought for someone who might read this.
Your go bag is such a fantastic idea! That’s something we need to work on too. I hadn’t thought of a paper copy of all phone numbers and addresses. You are right – who remembers that stuff anymore?!
Aww Stacey that must have been so hard to lose both your parents. I actually did include a divorce decree label!
Thank you for confirming that was a necessary item that one might need to provide. I welcome the suggestions.