Organize household records for safety, convenience

The start of a new year is a good time to take stock of all the papers and documents which are a part of our lives. Canceled checks, receipts, insurance policies, deeds…the list goes on and on. And as years pass, storing all those papers takes up a lot of space in our homes.

Having a systematic plan for keeping track of important papers can save hours of anxious searching and can make it easier to cope with emergency situations.

Record-keeping is also important for legal and safety factors. Many records and papers can be kept in a home file for ready access. Others should be left with an attorney, placed in a safe-deposit box, or put in a fireproof, waterproof, and burglar-proof home safe. A good rule to follow is to keep the item at home unless it is a legal document or is difficult to replace or duplicate. Then it should be kept in a safe-deposit box or possibly left with an attorney. Since Hurricane Katrina in 2005, many people have explored the idea of sending copies of very important documents to a trusted relative in another state, and also having copies in a fireproof and waterproof file that could be lifted at a moment's notice.

It's important to plan and evaluate which papers should be stored, where they should be stored, and which should be discarded. Make the decision and file each paper accordingly. Don't just stack papers or pile them into a box and plan to return to them later. This is the way things become lost and can cause valuable time to be wasted in searching for or replacing them.

A home filing system with a space provided for the important things is the key to managing important family papers. A cardboard drawer or metal box can serve adequately for storage of bills and family papers. Filing systems should be planned to meet you needs. Detailed files may not be needed at the present time. But remember, every type of important paper should be assigned a certain space, kept there until needed, and discarded if no longer useful.

Some documents should be kept in a safe deposit box or a fire-proof, waterproof, burglar-proof home safe. An inventory of the contents should also be kept in the home file. Duplicate copies of some papers should be kept at home for immediate reference.

Documents such as credit cards, driver's license, insurance cards, donor card, medical information with blood type, allergies and diseases, and organizational membership cards need to be carried with you. But, a list of them and their phone numbers and contact information should be in a home file in case of loss or theft. One good way is to lay all the cards out on a copy machine and make a copy. Turn the cards over and copy the back side.

An excellent reference for working out a personalized and efficient system for preserving and safeguarding important family papers can be found on the web. Go to www.extension.org/pages/Organize_Your_Important_Papers. Documents are listed by where they should be stored, along with the reasons for keeping and how long they should be kept. Copies are also available from the Extension office on first floor of the courthouse, or by calling (620)223-3720.

A useful resource here in our community is Tri-Valley Developmental Services document destruction service. For a small fee, individuals or businesses can have confidential papers shredded. Shredded materials are baled and recycled, waste is kept out of landfills, and citizens with developmental disabilities are given jobs. For more information, contact the Tri-Valley office.