5 Tips for Storing Important Documents

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5 Tips for Storing Important Documents

Staff Writer · Dec 30, 2009

Storing important documents securely and in an organized fashion is a necessity for any responsible apartment dweller. You may need to reference these documents at any time for legal reasons, to protect yourself from finance charges made in error or to review your rental agreement.

1 – Cut Back on What You Save

If you have fewer important documents to save, they’ll take up less space. The key is knowing when you can get rid of these documents. Shred bank statements and paid credit card statements more than a year old and any documents related to filing taxes (work wages, apartment expenses, etc.) more than three years old. Copies of your completed tax forms and any contracts you have signed (including rental agreements) should be kept no matter how old they are.

2 – Find a Dry Place That’s Easy to Access

One of the most frequently given tips for apartment residents when it comes to storage is to rent a storage unit or to place a mini storage unit on the deck or patio or inside the garage. However, important documents need to be kept in a dry place within arm’s reach, so even if you do find a temperature-controlled storage facility, it’s best to keep these documents inside your apartment.

3 – Organize by Frequency

Being able to access important documents as needed quickly and without a lot of mess is the goal of properly storing these documents. In the place where you store these documents, organize all documents in file folders clearly labeled to indicate their contents-credit cards, bank statements paycheck stubs, IRS forms, rental agreement, utility bills, etc.-and place the most frequently accessed folders toward the front of the area (paycheck stubs, monthly bills, etc.) and the least accessed (IRS forms, rental agreements, etc.) toward the back.

4 – Lock Away

Documents that are sensitive in nature should be kept away from prying eyes. Purchase a locked storage box, a small safe or a locked small filing cabinet in which to store your documents and be sure to not lose the key or combination number. Tuck the storage unit away in the back of a closet or under a piece of furniture, somewhere that’s out of sight but not too difficult to access. A portable fireproof unit is a good idea to protect your documents in case of disaster.

5 – Make Backups

For the most essential documents, such as your IRS forms, rental agreements and other contracts, scan copies of them into your computer and store the digital scans on a DVD-R or on a flash drive. Tuck the digital copies in another hidden location and label them non-conspicuously so they won’t attract attention. Just don’t forget what you’ve labeled them.

Store important documents in your apartment in an out-of-the-way location that’s nonetheless easy to access frequently. Lock the documents but be sure not to lose your key or forget your combination number.

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