Paper pushing: level domestic

The past few days I've been soaking in the last little bit of summer break with my kiddos and getting them ready for this next school year. So. Much. Paperwork. How you mommas do it with more than two kids, my writing hand bows wearily from over here! In all that paperwork-filling-outing (yes I just created my own language) I remembered that a friend of mine recently asked me what she should do with all the really super important paperwork. Since it's fresh in my mind, I thought now would be the perfect time to dive into this subject. I know that some of you may have even had kiddos start a new school and was expected to whip out important documents, I was right there with you, within a moments notice. Before you put it all back, let's make sure we make it easier for the next time, but first...

My babies!!! 3rd and 2nd grade better be ready!

When I did the command center, I created a place to hold the bills and other papers when I sorted the mail.

On pay days I grab the "Pay" folder to pay the bills.  In my office area I have a filing system that is broken down monthly and the files contain the bills from the past year. As the new month comes up, those past bills are shredded and replaced with this current month paid bills.  I can't tell you how many times I've had to refer to past bills or shown proof for various residency requirements. Also, I like to see if there have been any drastic changes with the utilities from year to year. I love keeping what needs to be paid separate from what has already been paid.

As for the long term important documents, one of the things that you should consider purchasing is a fire safe box. How big will depend on what types and how many items you want to store inside.  You may even want to consider a safety deposit box at your bank if there are items that you would prefer not to store at home. Whatever you decide, make sure you stick to it so if something unfortunate should happen, you can easily get to the important documents you may need quickly.

The first important document that will ever be associated with you is your birth certificate and the next most important item is your Social Security card. Let me begin with saying that if you carry these items with you, please stop. Now. If your wallet or purse is stolen, you have just given the criminal EVERYTHING they would need to assume your identity. Not to mention the fact that there are very few situations that you will actually need those items on a regular basis.

While we are on the topic of Social Security cards, rules have changed over the past year in regards to what you'll need to get a replacement card.  Without proper proof of identity, you cannot order a replacement card. Birth certificates are NOT proof of identity, but instead are just proof that you were born. Anyone can obtain your birth certificate if they know enough information required to obtain one. Check with your state vital records to find out what you need to do in order to replace a lost or destroyed birth certificate. Social Security cards on the other hand you can only obtain with having proper identification like a valid state issued driver's license/ identification card or a passport for example. If you go to the Social Security website, you can find the full list of what is needed to obtain a replacement or even a new card for either yourself or your children.  (NEVER pay to have the application done as there is no cost and is something you can do by going in to a Social Security office or mailing your documents to your local office.)

Next, do not get rid of marriage or divorce paperwork.  No matter what. Believe it or other, there will be times when you WILL need those documents.  Make sure you get a certified or stamped copy for your records, they're not valid without it.  Good, bad, or ugly save yourself the hassle and just keep it.

Now for the topic that many people dread, tax records. Once you have your W-2 and it matches your pay stubs, you can get rid of your stubs. You need to keep your tax records and the items (i.e. receipts, statements, W-2's) you used for those state and federal returns, typically for 3 years. The IRS website has specific situations where it may be important to keep your returns longer, but if you're not sure, keep it for 7 years just to be safe.  I keep mine in two pocket folders and have them labeled by year.

Other documents you should keep in your fire safe are any insurance policies, warranties, wills, military paperwork, vehicle information etc.  For insurance purposes, keep a list of your inventory, including serial numbers, and pictures with your policies.  We also keep a few sentimental items in our fire box, for example we keep back up memory cards of our digital pictures.  Most of the fire safes have the ability to hold hanging files you can add tabs to and inside the hanging folders you can place standard folders to sub-categorize for quick access.

Just one example of what you can do. 

Keeping track of monthly bills and important documents, gives you not only a safe place to store these items, but also a centralized location away from your every day stuff.  I've witnessed too many people not able to take care of important matters timely simple because care wasn't taken to protect documents. Whether they were accidentally tossed, destroyed or lost in a move, when you need something quick the time to replace them can take days, even weeks. If you know that you're missing something now, you may want to go ahead and replace it now.