Download Property Records

House Hold Record-Keeping Tips
Permanent and Semi-Permanent Records
Keep in a safe deposit box or a fireproof, waterproof, burglar-proof home safe—with a list of the
contents of the box in your home file.
Family Records
(Keep a copy of an inventory of important family records also in the home file.)
Item to keep
Baptismal and confirmation
records
Copyrights and patents
Insurance policies:
List of policy numbers, name
of each insured, beneficiary,
company, agent
Passport
Wills
Reason for keeping
Acceptable evidence of birth
date when obtaining a delayed
birth certificate; proof of
church membership
Proof of ownership rights
Reference for kinds and
amounts of coverage; provides
record of payments and
premiums and location of
policy; provides record of
claims
How long to keep
Indefinitely
Indefinitely
Until collected or expires; until all
claims settled; duplicate policies can be
easily obtained
Retain expired passport to satisfy
Identification required for most
application requirements for a new one,
international travel
then discard
Reference; essential for
Keep original indefinitely in safe or
settlement of estate
with attorney or clerk of district court
Property Records
Item to keep
Abstract for real estate
Automobile title and bill of
sale
Burial lot deed—note number
of plots
Deeds and mortgages: Title
policy; property insurance
policy; mortgage; receipts for
payments on mortgage. Record
day, month, and year you
acquire or sell property; gross
Reason for keeping
To prove clear title
How long to keep
Until property is sold
Proof of ownership
Until property is sold
Proof of ownership
Indefinitely
For income tax and estate tax
purposes; keep records of
improvement to compute
capital gains or losses
Until property is sold
sale price; depreciation; legal
fees & expense of sale
Household inventory:
Appraisals, photos/videos of
valuables
Property easements
Insurance claims
Updated annually. Dispose of property
no longer owned
Proof of use rights
Until property is sold
Reason for keeping
How long to keep
Financial Records
Item to keep
Contracts, notes, debts:
Promissory notes, mortgages,
liens, installment contracts,
and chattels
Household inventory:
Description of article, date
purchased, and purchase price
Investment certificates: Stocks,
bonds, CDs, real estate
Evidence of collectible or
payable debts; status for estate Until estate is settled
settlement
For insurance settlement
Keep up-to-date as you dispose of or
add new items
Proof of purchase
After redemption amount received and
taxes are settled on gain or loss
Legal Records
Item to keep
Reason for keeping
How long to keep
Birth certificate (certified copy
Proof of birth
Indefinitely
or original)
Proof of death for Social
Until benefits are secured and estate
Death certificates
Security benefits and estate
settled; note cause of death for family
settlement
health history
For proof of marriage to collect
insurance, Social Security, and
Until all claims are settled, benefits are
Marriage records
veteran’s federal benefit
received, and estate is settled
pension compensations; to
settle estate
To clear legal requirements for
Divorce decree
Indefinitely
remarriage
To prove ages to start to school;
for obtaining birth certificates
for some jobs; to obtain driver’s
license; for marriage license;
Adoption papers
Indefinitely
for registering to vote; to
qualify for Social Security
benefits; to obtain passports; to
determine estate heirs
To qualify for retirement,
insurance, medical, education,
and other benefits
To obtain certain types of jobs;
Citizenship and naturalization
to obtain passport; prove
papers
eligibility to vote
Military service: Service
record; summary of benefits
Recommend that county or city clerk
create additional official record of
discharge certificates
Indefinitely
Records to Keep at Home
Family Records
Item to keep
Education records/diplomas
Reason for keeping
How long to keep
Proof of attendance and degrees Indefinitely
Keep last official announcement earned
To determine retirement
benefits; keep record until all worker’s
Employment records
benefits or if there is a worker’s compensation claims are settled; keep
compensation claim
beyond retirement in case you decide to
re-enter the workforce
Insurance policies:
Until property is sold or policy expires
Automobile; personal liability; Reference for details of
and until all claims are settled. Review
homeowner’s or renters; life; coverage
annually. Until policy expires or is
health; disability
redeemed.
Usually displayed; replace with most
Licenses to practice (copy)
To verify credentials
recent verification; keep copy in a safe
place
Family advisers: Names,
Ready reference when need
addresses and telephone
Update when changes are made
(medical, legal, etc.) arises
numbers
Medical history:
Indefinitely on all family members;
Immunizations, operations,
Reference
update often
illness, medications, etc.
Funeral plan documents
Reference
Indefinitely; update as needed
Record of Important Papers
Reference
Indefinitely; update as needed
Subscriptions and buying
clubs: Titles with order &
Until subscription expires; handle
Reference
renewal dates; membership
complaints or cancellations
details
Organizational memberships Reference
Until membership is dropped
Keys (labeled) and safe
Until property is sold or safe-deposit
combination safe-deposit box, Access as needed
box is relinquished
car, house, home safe
Property Records
Item to keep
Reason for keeping
Automobile: Certificate of title Essential for transfer to new
and bills of sale
owner when car is sold
For proof of date of purchase;
Guarantees and warranties
to determine service and parts
guaranteed
For insurance claims to
Household inventories: Record establish values; net worth
item, cost and date of purchase statements. Pictures of items
or sale
are helpful when making
claims.
Appliance and other manuals For reference on use and care
Pets: Pedigree; health and
Identification
license records
How long to keep
Until car is sold or disposed of
Until no longer valid
Keep list up-to-date as you dispose of
or add household items; make a copy
also for safe-deposit box
Until sold or discarded
Financial Records
Item to keep
Reason for keeping
How long to keep
For reference and comparison;
Account books: Goals,
used to determine net worth and Can show profit or loss over multiple
spending plan, record of
make changes in income and
years
income and expenditures
spending patterns
List all account numbers with
Checking accounts: Number, addresses, phone numbers; save
Minimum of at least six years of
location, and canceled checks checks needed for income tax
checks
or photocopy pages of checks deductions and proof of
important payments
Credit card information:
Purchase of items on credit; use
If card is not in current use, cancel by
Names, addresses and phone of card and payment of
writing to company; if lost or stolen,
numbers of issuing companies; balances due can give you a
notify company immediately by phone
card numbers
good credit rating
Housing records: Improvement
receipts, lease/rental agreement Compute capital gains/losses;
copies, utility deposit receipts, income tax basis in residential Keep records until property is sold
mortgage payments, property replacements
tax records
Proof of payment. For charge Keep credit card receipts until bill is
Receipts and receipted bills
accounts— if they are tax
paid; keep larger item receipts while
deductible; proof of value on
items are in your possession
insurance claims.
Information for family
Safe-deposit box inventory
members
Financial institution monthly Reference for completed
statements and/or savings pass transactions: Deposits and
books
withdrawals
Income tax returns: Federal
and state (if applicable) returns Verification of taxes paid
with substantiating records
Investments: Copies of mutual Statement of earnings and
funds, stocks, bonds, real
transactions as reference
estate, CDs, etc.
information
For reference; proof of
Retirement records: Employee
employer-employee
pensions, annuities, Keoghs
contributions, payments and
and IRAs
benefits received or payable
Revise list annually
Keep account locations and numbers
in safe-deposit box; minimum of a
year
Three years minimum for possible
IRS audit; six years if 25% of gross
income omitted; unlimited if
fraudulent report
Keep initial and current investment
quarterly statements
Until fund is exhausted
Legal Records
Item to keep
Living will (original with
additional copies made)
Will and/or trust (copies)
Durable power of attorney:
Specify the extent of power
delegated to one or more
persons: generally, for health
care, and for financial
decisions
Personal representative and
guardian appointments
Social Security card
Reason for keeping
For reference specifying your
end-of-life care; instructions to
your doctor and other health
care providers (i.e., hospital,
nursing facility, hospice, or
home health agency;
instructions for close family
members)
Unsigned copy for home
reference
How long to keep
Keep a list of where copies are
distributed to be able to provide most
recent copy if changes are made; don’t
store in a safe- deposit box that may
be difficult to access without patient’s
permission
Update copy if will or trust is changed
Gives others the power to make
health care and/or business
Replace by latest version if changes
decisions when you are no
are made
longer able to make decisions
on your own
For official notification of
agent to settle estate and
provide care of children under
legal age
Needed to apply for benefits;
identification number needed
Until official duties are completed
Indefinitely
on many types of applications
and records
Papers to Carry with You
Make a list of these for your home file
Item to carry
Reason for carrying
Identification and to pay for or charge purchases; to make
Credit and/or electronic banking cards
other transactions
Driver's license
Identification and evidence of legal eligibility to drive
Auto insurance card
To identify issuer in case of accident
To donate body organs and to donate body to medical school
Donor card
or training program for use in medical education or research
Medical information: Blood type,
Emergency treatment. Place note in household files for ready
allergies, diseases (such as diabetes,
reference in case of loss.
heart disease, epilepsy)
Health insurance card (Medicare and/or
Identification to use during hospital admittance
other)
Personal identification: Name, address,
and phone for yourself and friend or
Identification, especially in case of emergency
relative contact
Doctor preferred
Notification in case of emergency
Organization membership cards
Identification and proof of membership
http://www.extension.org/pages/12475/organize-your-important-papers