You conduct a variety of business transactions, many of which require supportive records. Birth certificates, proof of ownership, location of property, income tax returns, savings and investment records, insurance policies, guarantees, and warranties are probably among your important papers. These are but a few of the important records needed to operate your home in a business-like way.
Some records should be kept in home files; others should be kept in a safer place such as a home safe, safe deposit box (available at a bank or credit union) or a lawyer’s office. Where you keep your papers will depend partly on how often you use them. Some records are needed frequently; others are needed only at special times. Family members should know whom to contact for financial advice in case of an emergency. A trusted lawyer, banker, or insurance agent who is familiar with your finances can be helpful in case of a death or other emergency.
To help you organize your important papers, print a copy and review the sections of the forms below, analyze each section and fill in the blanks; add sheets as needed. Your personal information can be entered into the Record of Important Papers interactive form (available in rtf format) and saved on your computer hard drive. After studying your important papers and analyzing your business affairs, you will know whether you need to see a banker, lawyer, or insurance agent to help put and keep your affairs in order. You may also find the information valuable for estate planning. Revise as needed to keep information up-to-date.
When the forms are complete, put them in a safe place. You may wish to keep a duplicate in a safe-deposit box or a fireproof, waterproof, and burglar-proof home safe. Update the information annually. For more information on what records to keep, why, where, and how long each should be kept, see Organize Your Important Papers.
Plan Ahead
Taking time to organize your important papers and records may be the best investment you ever made. It is important for all responsible members of the household and designated family members who live elsewhere to know where papers or records are kept and who to turn contact for advice in case of an emergency. Planning ahead by completing these forms can save time, stress and money if an emergency should arise or a death occur.
Use the forms below as part of a family record book kept in a loose-leaf notebook or home files. Keep a duplicate copy of these forms in your safe-deposit box or home safe. If you’d like to fill out these forms online, go to the Record of Important Papers interactive form.
As a result of terrorist and flood disasters, authorities recommend placing an additional copy of important papers in a geographic location some distance from your home or safe deposit box. Ask a trusted family member or friend who lives in another area of the country to store a copy.
Family Records
| Family member name | Birth date | Location of birth certificate* | Social Security number | Location of Social Security card number* |
*Because of the threat of identity theft, carry your Social Security card only when needed for employment and to register for benefits. Keep your Social Security card number and birth certificates in a safe-deposit box at a financial institution or in a fireproof, waterproof, and burglar-proof home safe.
Important Advisors and Contacts
| Type | Name | Address | Telephone or email address |
| Attorney | |||
| Personal Representative of my will | |||
| Personal Representative of will for spouse/partner | |||
| Religious adviser | |||
| Primary care doctor | |||
| Other doctors: | |||
| Dentist | |||
| Accountant or tax adviser | |||
| Stockbroker/Investment adviser | |||
| Banker or trust officer(s) | |||
| Employer or personnel manager | |||
| Business manager or business partner | |||
| Life insurance agent | |||
| Home insurance agent | |||
| Auto insurance agent | |||
| Child/adult care provider | |||
| Neighbor or close friend | |||
| Parents—maternal | |||
| Parents—paternal | |||
| Guardian of children | |||
| Children’s school contacts |
Property
| Type | Owner(s) | Type of ownership | Date acquired | Location/description | Location title/ownership information* | Additional information |
| Real estate: Residence(s) |
||||||
| Business(es) | ||||||
| Timeshare(s) | ||||||
| Cemetery plot(s) | ||||||
| Motor vehicle(s) | ||||||
| Other |
* Store titles, leases, and other important ownership information in a safe-deposit box or fireproof, waterproof and burglar-proof home safe.
Banking, Savings, and Investments
| Additional information (if applicable) | ||||||||
| Type | Financial institution/ company | Address/ telephone | Owner | Location of records | I.D. # | Beneficiary | Price/ value(s) |
Dates (purchase, maturity, etc.) |
| Checking account/s | ||||||||
| Savings account/s | ||||||||
| Money market account(s) | ||||||||
| Bonds, treasury bills, etc. | ||||||||
| Stocks, mutual funds, investment trusts, etc. | ||||||||
| Individual Retirement Accounts, Keogh accounts, SEPs | ||||||||
| Retirement plans, pensions, etc. | ||||||||
| Other | ||||||||
*Savings and investment certificates, bonds, bills, and other evidence of ownership (financial
records difficult or costly to replace, or that could be transferred illegally in case of loss or theft)
should be kept in a safe-deposit box or fireproof, waterproof, and burglar-proof home safe. Monthly
statements and substitute or cancelled checks or their images, which generally can be replaced, can be
kept in a home business center, file drawer, desk, etc.
Insurance (Life, Health, Disability, Homeowner’s/Renter’s, Auto, etc.)
| Additional information (if applicable) | ||||||||
| Type | Company and address | Policy # | Location of policy* | Primary beneficiary | Contingent beneficiary | Policy owner | Person/ property insured |
Value(s) |
Cards (Credit, Debit, ATM, Smart, etc.)
| If lost or stolen, notify* | |||||
| Type | In name of | Account # | Company/institution | Address | Telephone |
|---|---|---|---|---|---|
*Carry only the credit card(s) you regularly use in your purse or wallet.
Debt Information
| Type | Company/person and address | Total $$ owed |
Payment amount and date |
Location of contracts/records* |
Additional information |
| What we owe: | |||||
| What others owe us: | |||||
*Keep important contracts, notes, liens, and evidence of debt payments in a safe deposit box
or fireproof, waterproof, and burglar-proof home safe.
Membership in Organizations/Clubs*
| Membership information | ||||
| Name of organization/club |
Address | Telephone | In whose name | Number |
*Carry membership cards used on a regular basis in your purse or wallet.
Other Important Records
| Group | Kind of paper or record | Location | Additional information |
| A SAFE DEPOSIT BOX |
Adoption papers | ||
| Baptismal records | |||
| Titles and bills of sale | |||
| Citizenship/naturalization papers | |||
| Death certificates | |||
| Diplomas | |||
| Divorce/separation papers | |||
| Durable powers of attorney | |||
| Easements/rights of way | |||
| Health records (with blood type) | |||
| Household inventory | |||
| Irreplaceable receipts (proof of tax deductions) | |||
| Living will | |||
| Marriage certificates | |||
| Military records | |||
| Passport | |||
| Patents/copyrights | |||
| Trust | |||
| Will |
| Group | Kind of paper or record | Location | Additional information |
| B HOME BUSINESS CENTER |
Appraisals: collections/antiques/jewelry/other | ||
| Cemetery plot/records | |||
| Computer passwords (copy) | |||
| Education records | |||
| Employment records | |||
| Family history | |||
| Household inventory (copy) | |||
| Income/expense records | |||
| Income tax returns | |||
| Funeral plan documents/instructions | |||
| Legal appointments for others (i.e. power of attorney, executor/trix of will) | |||
| Letter of last instructions | |||
| Living will (copy) | |||
| Medical records | |||
| Net worth statements | |||
| Safe-deposit box inventory | |||
| Warranties/appliance manuals | |||
| Will (copy) | |||
| C WALLET |
Employee ID card | ||
| Identity card/whom to notify | |||
| Insurance /medical cards | |||
| Organ donor card | |||
| OTHER | Living will (copy at doctor’s office) | ||