NMSU: Organize a Home Filing System

Organize a Home Filing System

Guide G-229
Constance Kratzer, Family Resource Management Specialist
College of Agriculture, Consumer and Environmental Sciences New Mexico State University

An organized filing system is essential to good record keeping. Haven’t we all experienced the frustration of not being able to find some important paper?

Stuffing papers in the kitchen drawer or hall closet can be classified as records-keeping, but obviously it is not the best system. The amount of time spent developing an orderly system for keeping your personal and financial records will be well spent and need not be difficult. Consider it a creative task.

There are many benefits to an organized filing system:

Other family members can find documents.
Records are available for income tax preparation.
It saves time and money in processing insurance claims.
Records may be needed in legal matters, such as divorces, law suits, estate settlements or tax audits.
Records may be needed on short notice in case of an accident, illness or other emergency.
Systematic record-keeping aids in financial planning for matters, such as preparing wills, net worth statements, investments and retirement plans.

An elaborate office is not necessary. Many reasonably priced items on the market, such as portable metal file boxes, ledger books and inexpensive filing cabinets, simplify record keeping. Even sturdy paper cartons can be used to hold file folders. Old records can be boxed and stored in the attic or garage. Keep current records where they will be safe and convenient to use in your home.

Some items listed should go in a safety deposit box. However, you may want a file folder with related items or correspondence even though the main documents are in the safety deposit box. Put irreplaceable documents in safety deposit with others that would be costly or time-consuming to replace. Examples are mortgages, deeds, stock certificates, some contracts, an inventory of household goods, one copy of your will, and divorce papers. Negotiable securities or bonds that could be cashed by someone else should always go in the safety deposit box. Keep a list at home of the contents of the safety deposit box.

Some suggested categories and headings for filing systems are listed below. It is not intended to be a complete list. You may not want a separate file folder for all items listed. This list is intended as a guideline that you can adapt to your needs. You may wish to consolidate some of the suggested items, use different headings or groupings, and include other items. For example, you may want a divider for insurance or you may want to file insurance papers under separate headings of “auto,” “home” or “health.”

Guide to Files

Addresses, Dates Business Personal Christmas card list Birthdays, etc Magazine subscriptions	Equipment, Appliances Warranties Use-and-care manuals Kitchen Range, refrigerator Air conditioner Heating Laundry Small appliances Personal care appliances Outdoor Lawn mower Recreation equipment Camera Other	Investments Annuities Bonds–records of Stocks–records of Real estate investments Other investments
Autos and Vehicles Titles Maintenance/Repair R.V.s Boats	Financial Records Budget Net worth statement Records of earnings Records of expenditures Loan contracts Credit card numbers Property tax records Receipts and paid bills	Organizations, Clubs Civic Business School Church
Bank Records Checking accounts Savings accounts Loan contracts Safety deposit box (list of contents)	Housing Mortgage payments Lease and rent payments Capital improvements Household inventory (second copy in safety deposit box) Utilities Floor plan Wiring diagrams	Personal Records Educational records Marriage license Medical records Pet papers Military records Wills, copy of Birth certificate Divorce papers
Correspondence Business Personal	Income Tax Previous returns Cancelled checks (related to tax) Current year information (medical receipts, contributions)	Reference Material Cleaning Crafts or hobbies Gardening Home furnishings Laundry Hang tags Stain removal Maps Vacations Magazine articles Nutrition Others of interest to you
Employment Records Employment contracts Retirement or pension plans Social security records Fringe benefits	Insurance Policies Automobile Health Disability Homeowners Life Other

Originally written by Jackie Martin, Extension Family Finance Specialist

To find more resources for your business, home, or family, visit the College of Agricultural, Consumer and Environmental Sciences on the World Wide Web at aces.nmsu.edu.

Contents of publications may be freely reproduced for educational purposes. All other rights reserved. For permission to use publications for other purposes, contact pubs@nmsu.edu or the authors listed on the publication.

New Mexico State University is an equal opportunity/affirmative action employer and educator. NMSU and the U.S. Department of Agriculture cooperating.

Revised and electronically distributed March 2003, Las Cruces, NM.