Document Retention Checklist June 2013
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- Martin Hensley
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1 Document Checklist A checklist that provides guidelines on how long to keep certain documents A guide by safelyfiled
2 Disclaimer: This checklist is not sanctioned by the IRS or any other official document retention standard. This information is provided based on our research done at various online sites (including irs.gov) and brought together into this checklist. Be sure to check the official sites your self periodically for updates. There are many documents that need to be kept in a safe place for a certain period of time. This checklist is provided to help you better understand what the required or recommended retention period of certain documents are. Although many of us would love to get rid of all paper copies of documents, some documents are required to be presented in their original paper form. Basically, any document that requires an official seal needs to be kept. We ve broken this checklist down by document type, retention period, whether or not you need the original and who you may want to share that document with. For originals of documents, you want to ensure that you have access to the digital copy from wherever you may and shared access for any who may need it in the event something happens to you. So scanning a copy and adding to your SafelyFiled account is a great idea. Within SafelyFiled, there is a Location field that you can use to indicate where the original paper copy is. Be sure to keep that updated for your loved ones or professional representative who may need to access it. File those documents in a very safe place where fire, flood or other disaster would not destroy them. For documents that you do not to keep originals of you can destroy the paper copy and use a digital copy. You can always download the digital copy and print it out if the person/organization/business needing that document requires it be in paper.
3 Finance Documents Checklist Annuity contracts Annuity paid out Consider Granting Financial advisor Retirement plan benefits Permanently Financial advisor Pension plan documents Permanently Financial advisor Social Security statement New one arrives Financial advisor Credit report New one arrives Financial advisor Bank statements Seven years Credit card statements Seven years Form 8606 Investment account statements College financial aid Loan statements Loan agreements IRA is liquidated last investment held in account is sold loan is repaid loan is repaid loan is repaid Accountant, Executor Stock/bond certificates When sold
4 Estate Planning Letter of last instructions Trusts After writing a new one Always keep updated Consider Granting Executor Spouse, closest relative/friend, Lawyer Cemetery deed Yes Permanently Executor Wills Yes Always keep updated Spouse, closest relative/friend, Lawyer Career/Education Consider Granting Employment contract Change jobs Employee benefits Change jobs Diplomas Permanently Veteran s papers Permanently Education Transcripts Permanently
5 Personal Property Insurance policies/invoices Warranties* Receipts (expensive items) A year after replacing policy When sold or expires Item sold or donated Consider Granting Financial advisor Photos of possessions Keep Updated Insurance Agent Household inventory Keep Updated Insurance Agent Property tax assessment New one arrives Accountant Home purchase/improvement* Real Estate Deeds Real Estate purchase/improvements Receipts (items under warranty) home is sold property is sold property is sold Warranty expires Vehicle repairs Vehicle is sold Safe deposit box inventory Always keep updated Executor Vehicle titles Yes Vehicle is sold Vehicle registration Yes New one arrives
6 Personal Info/Tax Documents Consider Granting Passwords Change password Executor, Lawyer, spouse Lawsuits Permanently Lawyer Tax return/supporting documents Document inventory (this list for example) Guardianship arrangements filing date Always keep updated Executor, spouse, closest relative/friend Yes Permanently Executor, guardian Marriage certificates Yes Permanently Executor Social Security card Yes Permanently Passports Yes It expires Death certificates Yes Permanently Executor Naturalization Certification Yes Permanently Adoption papers Yes Permanently Executor, lawyer Citizenship papers Yes Permanently Executor Divorce decree Yes Permanently Lawyer Military discharge Yes Permanently Birth certificate Yes Permanently Powers of attorney Yes Always keep updated Spouse, closest relative/friend, Lawyer
7 Medical Records Gather them Consider Granting Health records Permanently Doctor Immunization records Permanently Doctor Medical directive Always keep updated Doctor, spouse, closest relative/friend Online Resources: should-ikeep-records%3f Rules&an=
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