Consumer Focus: Managing Household Records This is an archived document.
Notice - March 8, 2007 - The Federal Citizen Information Center has learned
that a company is using the information in our Managing Household Records Consumer Focus article as a reason for
purchasing a certified deed from them. You do not have to use a private company to obtain a certified
copy of the deed to your home, and in many states you can obtain one from your local
Register of Deeds free or at a low cost. The information in this article is not an
endorsement of any company selling products such as these.
Managing Household Records
When was the last time you
couldn't find an important paper you knew you had carefully put away? How do
people decide where to store and keep such records? And how do they know what
to keep, what to throw away, and when? Do you have an easy to figure out system
you or a loved one can refer to in case of an emergency?
Every household must work
out its own system, but some general guidelines can be helpful. A good system
will provide a bird's-eye view of what happens to property after you die or
when a member of your household dies. Other changes can alter plans too---for
example, divorce, a natural disaster, loss of a job, or retirement.
You need to know what you
have, which means you'll need to go through the house and gather your
documents. Decide where you're going to place your stacks, your "staging area." It
could be your office, a corner of the den, or wherever you know your important
papers can accumulate undisturbed as you assemble them.
Next, go on your paper
chase. Check all those drawers, bins, etc. for loose papers and bring them to
your staging area. This isn't the time on deciding what to throw away. It's
better to focus on this single task, to avoid feeling distracted or
overwhelmed.
If
you don't have one, get a safe deposit box in a bank convenient
to your home. In many cases, banks will let you take out
a box, even if you're not a customer. Remember that you should
use your safe deposit box for originals; you'll still need
copies at home if something tragic should happen to you and
your safe deposit box is sealed. If you'd rather have your
records at home, then get a fireproof safe. A good rule of
thumb is: Put documents in the box if you can't easily replace
them or if you don't know what might happen if you don't
have it.
If applicable,
you should have official or certified copies of documents
for your safe deposit
box. "Official" means an original copy
with all required signatures. Select documents,
such as birth certificates, must also be certified or
notarized to be considered valid.
You can
get most government records for free or at low
cost from a government office. If you are unsure
whether you need a certified copy, or want
more information about which local government office
can give you an original of these documents, contact
your local
consumer protection office.
If you’re trying to obtain documents regarding birth, death,
marriage or divorce, check out Where to Write for Vital Records for guidance. While
there will always be companies that offer to
sell you copies of official papers, you should check
with the appropriate government agency to
see if they will provide the same information free
or at a lower price.
*Since the safe deposit box will be sealed
at your death, keep a copy of your will someplace accessible. The
same goes for the advance directive and the power of attorney since
you may not be able to give others access to the safe deposit box.
* Names of resources and
organizations included in this online article are provided as examples only,
and their inclusion does not mean that they are endorsed by the Federal Citizen
Information Center or any other Government agency. Also, if a particular
resource or organization is not mentioned, this does not mean or imply that it
is unsatisfactory.
*If you
click on these links, you are leaving FCIC's website. Please bookmark us before
you leave so you can return easily. FCIC is not responsible for the content of
these websites.