Protect your family from administrative stress. Jasmine Hathaway, an after loss professional and co-founder of PALS, offers this step-by-step checklist for managing your vital documents—both paper and digital—so your loved ones can focus on what truly matters. Navigating the vast sea of paperwork and digital files that accumulate throughout a lifetime can feel overwhelming. Whether you’re downsizing, managing a loved one’s estate, or simply trying to get organized, knowing which documents to keep, which to discard, and how to store them is crucial. As professionals who assist families after a loss, we’ve seen firsthand the difficulties that arise when vital information is missing. From bureaucratic hurdles to inaccessible online accounts, having a clear system for your important documents is a gift you can give your loved ones. While we embrace a digital world, some documents are still best kept in physical form, while others benefit from a smart combination of both. Here’s a comprehensive guide to help you sort through your documents and implement best practices for storing them. What Documents to Keep When you’re sorting through a lifetime of papers, it can be tempting to shred everything, especially if you believe everything important exists online. However, we recommend holding on to a few key types of documents. These categories cover everything from legal matters to sentimental archives. 1. Legal and Estate Planning Documents These are often the most critical documents to locate and secure. They are essential for carrying out a person’s final wishes and administering their estate. Many of these rarely have online copies. Will or Trust Documents: The foundation of your estate plan, outlining the distribution of your assets. Powers of Attorney: Legal documents that grant someone the authority to make financial or medical decisions on your behalf. Advance Directives/Living Wills: Instructions for your medical care should you become incapacitated. Funeral Instructions: Pre-paid burial or cremation plans, or any written instructions for your final arrangements. 2. Financial Records Executors and family members need access to these records to understand a person’s financial landscape, including assets, debts, and accounts. While many of these are available online, a physical backup can be a lifesaver if digital access is a problem. Bank and Investment Account Information: Account numbers and contact information for banks and investment firms. Tax Returns: Keep at least the past 3-7 years. Retirement Account Information: Details on IRAs, pensions, and other retirement savings. Credit Card and Loan Statements: A few recent months can provide a roadmap to accounts that need to be closed or managed. Property Deeds and Mortgage Documents: Records of ownership and outstanding loans on real estate. 3. Insurance Policies These documents are vital for filing claims and understanding coverage. Life Insurance Policies: The physical policy document may be required for a claim. Health Insurance Information: Cards or Explanation of Benefits (EOBs) can be useful for understanding medical history or resolving bills. Homeowner’s or Renter’s and Auto Insurance: Keep policies for as long as they are active. 4. Identification and Government Records Certain agencies may require original documents for legal filings or survivor benefits. Birth Certificate Social Security Card Marriage and Divorce Records Military Service Records: Particularly important for burial benefits or VA claims. Naturalization or Immigration Papers 5. Medical Records These documents can be useful for a variety of reasons, from filing claims to understanding medical history and resolving outstanding bills. 6. Sentimental or Family Archives Not all documents are about legal or financial matters. Some hold immense sentimental value for family members. Old letters, journals, and family trees. Labeled photographs, scrapbooks, and yearbooks. Best Practices for Storing Your Documents A thoughtful storage system can make all the difference. Combining physical and digital methods offers a strong layer of protection and accessibility. Physical Storage Even in a digital age, some documents are best kept in a safe, physical location. Fireproof Safe or Lockbox: Use this for original, hard-to-replace documents like birth certificates, passports, and wills. Safe Deposit Box: Consider this for the most critical documents that are rarely needed, but remember to let your family know where to find the key. Organized Filing System: For less critical, but still important, papers (like tax returns or medical bills), use a well-labeled filing cabinet or file boxes to keep everything in order. Tips for a Thoughtful Search: Start with obvious places like file cabinets, safes, and desk drawers. Don’t forget to check less obvious spots like boxes in closets, basements, or under beds. Look inside books or notebooks for tucked-away papers. When in doubt, err on the side of keeping a document until you can consult with an estate attorney, CPA, or other professional. Digital Storage The average person has hundreds of online accounts, making a digital storage plan more important than ever. Digitize Paper Documents: Scan important papers to create digital backups. Secure Cloud Storage: Services like iCloud, Google Drive, or OneDrive can work well. For enhanced security, consider a dedicated password manager or a service designed for secure document storage. Organize Your Digital Files: Use a clear folder structure and consistent naming conventions to make documents easy for others to navigate. Grant Access: This is the most crucial step. Use features like Apple’s Legacy Contact or Google’s Inactive Account Manager to designate who can access your accounts after you’re gone. Designate a Digital Executor: Talk to your estate planning attorney about naming a “digital executor” in your will to manage your online accounts. Regular Review: Schedule a yearly date to review your digital assets. Check that your legacy contacts are up to date and that all documents are current. A Note on Password Managers: These tools can be invaluable for organizing your online life. They can securely store not just passwords but also account information, which can serve as a valuable roadmap for your loved ones. The key is to ensure the tool itself has a robust security and legacy access plan in place.

There are many reasons people decide to move into a smaller home as their needs change. You may be wondering if a smaller, more manageable home would provide you with more financial freedom and less hassle. For some, the decision is simple, and they look forward to a new, simplified lifestyle. For others, the amount of work involved can make them put off downsizing, even though they would enjoy the benefits of a smaller home. Some people continue enjoying their larger homes and decide that their current lifestyle is worth the extra expense. Take this quiz to see whether you are ready to downsize your home! Keep track of whether you tend to choose A most of the time, or B or C, and you’ll see your results at the end. Section 1: Your Current Home How do you feel about your current home? A) I love it and never want to leave. B) It’s comfortable, but upkeep is getting harder. C) It’s too much work, and I’m ready for a change. How often do you use all the rooms in your house? A) Every room, regularly. B) I use some rooms daily, others rarely. C) I mostly stay in a few rooms, and others are just storage. Do you find yourself traveling frequently and leaving your home empty for extended periods? A) No, I spend most of my time at home. B) Occasionally, but I still use my home regularly. C) Yes, I’m away for weeks or months at a time. Are there areas of your home that you can no longer easily access due to stairs or mobility challenges? A) No, I have no accessibility issues. B) Not yet, but I worry about it in the future. C) Yes, I struggle with stairs or other obstacles. Section 2: Emotional Attachment to Belongings Which best describes your feelings about your possessions? A) I love my things and can’t imagine parting with them. B) I have some sentimental items, but I know I can’t keep everything. C) I’m ready to simplify and keep only what I truly need. Have you started sorting or decluttering your belongings? A) No, and I don’t know where to start. B) A little, but I could use help. C) Yes, I’ve already made good progress. Section 3: Financial & Lifestyle Considerations Would you rather contribute your budget to activities and experiences instead of home expenses and real estate taxes? A) No, I’m happy investing in my home. B) I’m unsure, but I’d like to explore that possibility. C) Yes, I’d prefer to spend money on travel, hobbies, or entertainment. Can you comfortably afford your current home, including mortgage (if applicable), property taxes, and maintenance costs? A) Yes, I have no financial concerns. B) It’s manageable, but I wonder if I could spend less elsewhere. C) No, it’s becoming a financial burden. Do you regularly use the features of your property, such as a swimming pool, hot tub, or large yard? A) Yes, I actively use my home’s amenities. B) Occasionally, but not as much as I used to. C) No, I rarely use them. Section 4: Social and Lifestyle Factors Would moving to a smaller home improve your quality of life? A) No, I think it would be a difficult adjustment. B) Maybe, if I find the right community. C) Yes, I look forward to less maintenance and more freedom. How do you feel about moving to a senior community or a smaller home? A) I’m not interested at all. B) I’d consider it if it’s the right fit. C) I’m excited about the possibilities. Do you have family or professionals who can help with the downsizing process? A) No, and I’m overwhelmed thinking about it. B) I have some help, but I need more guidance. C) Yes, I have support and resources lined up. Results: Are You Ready to Downsize Your Home? Mostly A’s: You may not be ready to downsize just yet. However, it’s always a good idea to assess your long-term needs and have a plan in place for the future. Mostly B’s: You are considering downsizing but may have some concerns to address. Take time to evaluate what’s holding you back and seek professional advice to explore your best options. Mostly C’s: You are likely ready to downsize! A smaller home could offer you greater financial freedom, less maintenance, and a more manageable living situation. It may be time to explore your options and start planning your transition.