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Birth certificates, marriage licenses, social security cards, and tax documents Everybody has several documents in their homes that need to be kept secure. What is safe? a number of things, such as unforeseen catastrophes like fires and floods or just leaving these goods in an untidy environment. According to Ashley La Fond, founder of the home organization company Of Space & Mind, “without a system for preserving them, it is very easy for them to be damaged, destroyed, or lost.” Additionally, if your documents are not in one location, you will not be able to recover them in the event of a fire or other natural disaster.
You may be unable to do crucial life tasks, like filing taxes or renewing your driver’s license, if you do not have these documents when you need them. Furthermore, changing these items might be difficult and bothersome. We consulted leading experts in organization to determine which papers require special attention and how to keep them securely so that you always have them when you need them. Additionally, we received product recommendations that could help with that organization.
GO Ahead and SkipWhy is it crucial to store essential papers in the right way?Which papers should be preserved and kept in a secure location?Which method of storing vital papers is the safest?| Document organization products|Why rely on NBC Select?
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Why is it important to properly store documents?
Proper storage of vital papers is essential for a number of reasons. First and foremost, you should be able to rapidly retrieve them in case of an emergency or when you need to use them for an urgent task. According to Robyn Reynolds, proprietor of the organization company Organize2Harmonize, people frequently waste a lot of time searching for crucial files since they are not structured in any way. Too much time is frequently wasted searching, which can cause crucial deadlines to be missed.
Furthermore, failing to properly save your documents can expose you to additional risks, such as losing them or, worse, having them stolen. Having improperly stored documents makes you a prime target for identity theft, which is a genuine problem. La Fond says. Passports, immigration documents, and birth certificates should be kept in a location that is both secure against theft and accessible in an emergency.
What documents are important to save and safely store?
Each individual or family will have a different definition of what constitutes an important document. Some documents, on the other hand, are probably important to everyone. According to La Fond, government-issued documents are the most crucial since they are the most difficult to replace. If you have these items dispersed, you won’t be able to quickly evacuate in an emergency. According to experts, the following are some of the most crucial papers to keep secure:
- Birth certificates
- Death certificates
- Passports
- Social security cards
- Marriage licenses
- Military service and discharge decrees
- Property deeds
- Vehicle titles
- Insurance policies
- Business licenses
- Current will and trust documents
- Tax documents
- Medical documentation
What is the safest way to store important documents?
The first thing you should think about while preserving crucial papers is their proper location. According to La Fond, you should ideally have them in a central location in your house so that they are accessible. To prevent theft, you should also stay away from locations that are very visible or close to exits. This implies that your home office desk drawer might not be the best location. Instead, consider an easily accessible closet or a separate cabinet in a bedroom or home library.
La Fond advises storing everything in a locked, fireproof storage box with everything kept together. Reynolds continues, “I always advise my clients to have what I refer to as a grab-and-go box.” The concept is that you want something that has everything in it that you can easily grasp. Too many people keep their papers in various filing cabinet folders, which isn’t ideal if you need to quickly retrieve everything and go.
Storing important documents digitally
Digitally storing some documents is an additional choice. Some documents are too heavy to retain physically, but you must have hard copies of things like birth certificates and social security cards. Unless your accountant advises you otherwise, financial and tax records should be kept online. According to La Fond, there’s no need to save boxes and boxes of outdated records.
Having a digital version is beneficial, especially for papers that you require hard copies of. According to La Fond, this way you always have a copy and can even consult it when you’re not at home. Scan licenses, certificates, and passports, then store them digitally using an intuitive file system. Don’t make things too complicated. You’ve gone too far if filing something requires too much thought.
You can use a scanner app to keep your papers digitally, either in the cloud or in a folder on your desktop. One thing to consider is that keeping these objects on your desktop, where others can see them, might not be a good idea if you share a computer. These papers are kept safe and out of the hands of hackers and cybercriminals thanks to servers like Dropbox and OneDrive.
Products that help you organize your documents
Our specialists say that the most important thing is to store your documents in a water-resistant, fireproof container. Our experts also concurred that it’s critical to keep files in a location that’s convenient to access in case you need to leave the house right away.
DocSafe Document Bag with Lock
DocSafe Document Bag with Lock
This bag zips tight, has a handle to make it easy to grab and depart if necessary, and is larger than a shoe box. It features three zippered mesh pockets to store computer drives, licenses, and passports and is resistant to fire and water. A lock keeps everything safe, and the main compartment may accommodate many documents. Based on more than 9,000 reviews, this bag has an average rating of 4.4 stars on Amazon.
SentrySafe Black Fireproof and Waterproof Safe
SentrySafe Black Fireproof and Waterproof Safe
This little document safe might be more of a filing cabinet storage option for you. It is waterproof up to 8 inches and fireproof. Documents can be kept neat and ordered by storing them in hanging folders. It should be noted that this safe is among the heavier choices on this list, at slightly under 40 pounds. Based on more than 13,500 reviews, it has an average rating of 4.6 stars on Amazon.
Tamfile Fireproof Accordion File Organizer with Handle
Tamfile Fireproof Accordion File Organizer with Handle
The 12-pocket accordion file organizer within this handle bag, which resembles a laptop bag, keeps documents organized but distinct. Along with a zipped pocket on the front, it also features mesh pockets for items like credit cards, passports, and other forms of identification. The brand claims that it is lightweight, fireproof, and waterproof.
Engpow Fireproof File Folder
Engpow Fireproof File Folder
For people who need to save a small number of documents, this folder is a stylish and portable choice. It fits legal-size documents with ease and fastens with a zipper. To keep your paperwork organized, it contains a 13-pocket accordion file folder inside. The brand claims that the silicone coating on the outside keeps it waterproof and fireproof. Based on more than 8,200 reviews, this choice has an average rating of 4.6 stars on Amazon.
Andyer Two Pockets Fireproof Document Bag
Andyer Two Pockets Fireproof Document Bag
You can fit a few documents into this fireproof sleeve to keep them safe, and it’s even smaller than the last one. According to the brand, it also has a zipper for closure and is water resistant. You can put an iPad into it for storage along with papers. Based on more than 7,650 reviews, this file folder has an average rating of 4.7 stars on Amazon.
Meet our experts
At NBC Select, we collaborate with professionals that possess specific expertise and power derived from pertinent education and experience. Additionally, we guarantee that all professional counsel and suggestions are given impartially and free from unreported financial conflicts of interest.
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Ashley La Fond
is the founder of the home organization companyOf Space & Mind
.
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Robyn Reynolds
is the owner of the organization companyOrganize2Harmonize
Why trust NBC Select?
Bethany Heitman is a journalist and contributor to NBC Select who frequently writes on lifestyle, home, and beauty. She spoke with professionals about the safe storage of vital papers for her piece.
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