Winter is a great time to organize your life. With no sunshine tempting you outdoors, you can knock out a few projects that have been on your to-do list for too long, such as organizing your important personal papers.
In just one afternoon, you can get your important papers organized and under control. Knowing where everything is can be a big help if a natural disaster or fire strikes, and a real boon to your loved ones if you’re in an accident or fall ill.
Set aside two or three hours this week for organizing your important papers using these five simple steps. It will be well worth the peace of mind you get when you’re finished.
Step 1: Hunt down the papers. Unless you’re super-organized, this step will take the most time. Make sure you gather the following:
• Personal papers – birth certificates, military paperwork, marriage certificates, divorce decrees, will, power of attorney, trust information
• Investment papers – savings accounts, checking accounts, CDs, 401(k)s, work retirement plans, real estate records
• IOUs – mortgage, credit cards, car loans, student loans
• Health papers – medical records and conditions that might be relevant in an emergency
• Miscellaneous – car titles and registration, home, life and
auto insurance policies, health insurance, and any work-related benefits.
Step 2: Start scanning. If you have a scanner at home, turn your documents into PDFs (portable document formats that look like the originals) and store them on your computer. If you don’t already have it, you can download Adobe Reader free. Create names for the PDFs that are clear so you can find them easily. If you don’t have a scanner, borrow a friend’s or head to the nearest copy shop where it will cost about a dollar a page to scan your documents and burn them to a CD.
Step 3: Type up your passwords and PINs. If something happens to you and your family members need to access your accounts, they will need account numbers and codes. Yes, it will feel weird to reveal such sacred knowledge, but if you store the information somewhere secure, you should be fine. Still worried? Don’t spell out your passwords entirely; instead, use hints, such as 08kidsnames08 or childhood phone number.
Step 4: Back up your work. Use a flash drive, a CD-ROM – or even floppy disks if you still have them – to save the PDFs and your password file. Then store the backup in a safe or a safe deposit box, or give it to your attorney or a trusted friend for safekeeping. With so much personal data in one place, be sure to put it somewhere secure.
Step 5: Make an emergency kit. Since you already have all the papers out, organized and together, put your hard copies into a waterproof file or box. Write “In case of emergency” or “Grab” on the top of the box and store it somewhere easily accessible yet still secure. Let your family members know about the box. Tell them to grab the box if there’s an emergency – but only if they have time and can do so safely.
That’s it! In just a few hours, you’ve created an electronic backup of your files as well as an in-case-of-emergency kit. More importantly, you’ve taken important steps to protect yourself and your family.
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