If you were faced with a sudden emergency could you gather all your important paperwork in less than 5 minutes?
Think about this, can you place your hands on your property titles, life and homeowner’s insurance policy or birth certificate? How about tax forms? There’s certainly nothing fun about organizing all your important papers but it’s definitely well worth all the effort.
Most of us have no idea of the legal shelf life of documents. And even when we do our very best of keeping abreast of important documents, they somehow become scattered around the house. The deed to the house and tax paperwork in the home office while the life insurance, social security cards and birth certificates in the upstairs bedroom.
Important documents should be kept in one significant place that can be obtained swiftly. Say you smelled smoke and had to run out of your home; you wouldn’t run around the house looking for paperwork to take with you. Purchasing a lock box can be one of the most important purchases you make – fire resistant and large enough to keep important documents.
Take a look at the length of time your important documents should be saved:
Tax DocumentsKeep tax returns, as well as supporting documents like W-2 forms, receipts, and real estate closing statements for seven years. The IRS may audit you within three years if it suspects good-faith errors; six years if it believes you underreported your income by at least 25%; and unlimited time if you did not file a return or filed a fraudulent one.
Investment RecordsKeep as long as you own the securities, plus another seven years. You'll need them to prove capital gains and losses.
Bank StatementsOne month. You just need these long enough to check the accuracy of the transactions [Williams]. Unless the statement is your only record for a tax-related transaction, there's no need to keep them longer. Plus, your bank will have them available online.
Retirement Plan StatementsMost, one year, for tax purposes. Keep Roth IRA statements until you retire, to prove you already paid tax on your contributions.
Credit Card StatementsShred immediately after checking the accuracy of the transactions. These documents are a prime source for identity theft. Unless the statement is your only record for a tax-related transaction, there's no need to keep them longer. Plus, your issuer will have them available online.
Paychecks One year, until you receive your W-2.
BillsOne year, for tax purposes. W-2 Forms Until you begin claiming Social Security. They're the best estimate of your earnings and entitlements.
Most of your documents you’ll never lay hands on again however, should you need to lay hands on them, make sure they are safely stored in a practical location.