Let's face it! Most of us know there are important information and records we should have readily available at our fingertips, If you had five minutes to evacuate your home, what would you take with you? What are your wishes in case of a life- threatening medical emergency? Where is the safe deposit box key? Who should your spouse contact in your company in case of a disaster? Even if you know where to find the information, could someone else if you were not available? Libraries and websites are full of recommendations about crucial records - but how many of us ever get down to organizing what we have? For many people in the "sandwich generation," the issue gets even more complicated, as we find it necessary to organize information for other people in our lives.
Admittedly, this is not a fun job, but it doesn't have to be overwhelming. Don't worry about doing the job perfectly - just get started! Here are seven suggestions to make the job easier:
1. Identify one or more locations to file all crucial information. Start with a portable file box in an easily accessible place. Papers that are difficult or impossible to replace should be kept in a safe. Keep the key or combination in more than one location. Keep copies of important papers, or at least a list of the safe contents, in a separate location.
2. Start now to collect any papers related to banking, investments, property owned, wills, insurance, medical, etc. Check the list at the end of this article for suggestions.
3. Create a list of the contents of your filing system so you can easily see what is available - or what you still need to acquire. (Kiplinger's Taming the Paper Tiger software will allow you, or anyone in your family, to find anything you file in 5 seconds through an internet-like search. In addition, it will automatically print out a report of your file contents in case your computer is not accessible!)
4. Create copies now (certified, in cases of birth certificates, and other crucial documents) in case you need them to provide government agencies, and you don't have access to a copy machine.
5. Put important original documents in plastic covers to protect them, and - more importantly -- to prevent you from accidentally giving away an original copy.
6. Notify the appropriate people where this important information will be located in case you are not available when it is needed.
7. As you go through your day, be aware of the kinds of information that you should add to your filing system. Identify a method, such as your Palm, an index card in your pocket or a mini tape recorder, to make notes of new items as they pop into your mind.
It may take you a while to obtain some of these records - but you might as well get started. Most of us have fire insurance, but don't expect our homes or businesses to burn down. Why take a chance on not having the records you need in case of any disaster? Besides, when you're done, you'll have a great record- keeping system that will serve you and your family well in the years to come.
IMPORTANT RECORDS CHECKLIST Adoption Records Bank Account Records - Checking and Savings Birth Certificates Contact Information for: Alarm Systems Banks and Other Financial Institutions Computer Hardware and Software Companies Doctors/Vets Employer Insurance Agents Life Support Minister, Rabbi or Priest Neighbors, Friends Power, Light, Gas or other Utility Companies Relatives Social Security Office Credit Card Statements Divorce Decrees Employer Benefit Statements Identification Records (driver's license, green card, passport, etc.) Income Tax Information (copies of past returns, proof of estimated tax payments) Insurance Policies Investment Records Marriage Certificates Mortgage and Other Loan Information Passwords Report of Earnings from Social Security Social Security Card Titles, Deeds, Registrations for Property and Vehicles Owned Traveler's Check Numbers (in case they are lost or stolen) Trusts/Wills
Note: You may want to keep contact information and important numbers on a card in your wallet.
© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com
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