How quickly can you locate your passport? Probably fairly quickly. However, if I set a timer and asked you to locate your estate plan documents, home loan paperwork, land deed, or proof of vehicle ownership paperwork, would you be able to do so? If you’re like most folks, you’ve put these items somewhere and long forgotten about their location. It’s even possible they’re scattered between your home, a safe deposit box, and a lawyer’s vault. By creating a centralized place and system, you’ll have the peace of mind of knowing where to look when an unexpected situation arises. I’ve broken down this process into a four session project so that it can be completed within a week or even across several weekends in one month.

Why These Documents Still Matter

No one expects a natural disaster or identity theft. We don’t expect a hospitalization, dementia, nor do we expect divorce or sudden death. These are surprising moments that come with intense emotion. Our mindset tends to be scattered and our emotions swing wildly when the reality of a challenging situation settles.

Taking time to identify, update, and centrally and securely locate your documents will allow for an easier transition when the time comes to access them. Setting aside time now to accomplish this task will save you the headache and hours of effort later.

Session 1: Know What to Look For

Before you dive deep into your files, boxes, or hard drive, start by creating an uninterrupted hour or two on your calendar. Have a snack and plan your investigation time during your peak focus hours of the day. First, download my list of essential documents. Use it as a starting point to think through what exactly you’re searching for. Add to and subtract from the list of potential documents as needed.

Next, download a copy of your free credit report to review whether you’ve forgotten about lingering financial accounts, vehicle loans, or have been a victim of fraud. Reviewing your credit report, identifying outdated or outstanding accounts that need to be addressed, and thinking through where some of these essential documents may be stored is enough effort for your first document finding session. Great job on the prework!

Session 2: Let the Search Begin

Safe deposit boxes at the local bank branch have always a common storage option for valuable documents and papers. Have you checked yours in the last 5+ years? Can you even locate the key?

When I worked to organize and downsize my mother’s home last summer, my brother and I didn’t find her safe deposit key until 2 hours before the box was scheduled to be drilled open. Inside her safe deposit box we located her life insurance paperwork, deed, divorce papers, and a multitude of other items. Other essential documents were found in the bedroom dresser, in a home safe, in piles of paperwork around her desk, and scattered in storage boxes. Think broadly when you begin to search.

Make sure to notate on your checklist if you’re unable to locate a particular item. Don’t stop the search midway through, instead plan to follow up with your lawyer or research online at a later date. This will keep the process running smoothly, and you’ll feel more accomplished.

Session 3: Collate + Store

The paperwork and items you’ve collected will be a variety of shapes and sizes. Before you pick a permanent location to store everything, take this third session to electronically scan and store copies of these essential documents. This step is optional and dependent on your comfort level with technology and information security. If you choose to scan your documents, password protect them, and store them together in a folder on your computer.

Don’t forget to return and research any outstanding or missing documents. Order a copy of your birth certificate online, renew your passport, create online access to financial/insurance accounts. You may be surprised to learn that an electronic online version of your document already exists!

Another storage method is the grab and go document pouch. Consider placing copies of your critical documents in a large zippered pouch. Place this pouch either bedside or nearest the exit you’d be most likely to take in an emergency. Integrate grabbing this pouch into your fire/natural disaster escape plan so that you’re able to access it easily and quickly in an emergency.

Previously, safe deposit boxes were the storage method of choice. Bank boxes have become less popular in recent years, with home safes and electronic storage becoming more common options. All methods of storage have their pluses and minuses; no one method is infallible. Both privacy of data and easy access to the information are necessary.

Whichever method you decide upon, group the like documents together and label the (electronic) file, storage box, pouch, or other container. Be sure to label it with your name and a title such as “Critical (or Essential) Personal Documents.” Indicate that they should be saved and securely shredded after your passing.

Step 4: Share with Others

The final step is of utmost importance. Although these identity documents seem private and sensitive, it’s essential that you share their location with at least two other close family members or friends.

If you were to become incapacitated or stranded, you’d want your trusted someone to be able to log into your computer or locate these documents in your home. Share your key passwords, the contact details of your lawyer, and the location of your documents with this loved one and offer to be their trusted companion in return. Don’t rely on your life partner to be solely responsible for this information as they may be traveling with you when the emergency occurs.

Remember the goal is to get started. It’s not to complete the project in one sitting. Break it into actionable steps and schedule a self-imposed deadline, and reward yourself upon completion. If you get stuck, reach out to a family member, a professional organizer, or a specialist such as Back Up Your Life for assistance.

By bringing awareness to the key documents that frame your life’s journey, you’ll create a secure personal and financial net for yourself. Plus, you’ll relieve loved ones of digging and searching on your behalf. You’ll be in a much better place to repeat the process with family members and loved ones if called upon to do so. We never expect to be in a situation where we need to prove our identity, where we’ve been, or what we own, but it’s best to be prepared to do so.

Not sure exactly what paperwork to search for?

Download my free list of essential documents here.