Free printable
Document Inventory (Large Print)
By Jason Su · Updated October 20, 2026
The standard Document Inventory is a dense one-pager. This large-print version gives every document its own row, with the label in a left column and a tall, empty box next to it for where the original lives. It is built for a reader who needs the letters bigger and the writing space wider.
The keep-forever, keep-active, and shred groups follow the general retention rules in what documents to keep and for how long. This sheet records where things are; that article explains how long each one is worth keeping.
What changed from the standard sheet
- One document per row. The standard sheet groups several papers together; here each paper gets its own line, so nothing hides.
- The label sits in its own left column, and the box for “where it is” is tall enough to write a location in, not just a tick.
- A full row-tall checkbox for “found”, easier to mark with a shaking hand.
- No retention fine print. The standard sheet explains the three-year and seven-year rules in prose. This version keeps the groups and points you back for the why.
Making it bigger still
- Set the print scale to 125% in your browser’s print dialog (Chrome and Edge: More settings → Scale).
- Print on legal paper if you have it — same layout, more room.
Write in black ink, and start a clean copy rather than crossing a line out.
The sheet
Keep permanently
| Document | Where the original is kept | Found |
|---|---|---|
| Birth certificate | [ ] | |
| Marriage certificate | [ ] | |
| Divorce decree | [ ] | |
| Social Security card | [ ] | |
| Military discharge (DD-214) | [ ] | |
| Passport | [ ] | |
| Adoption papers | [ ] | |
| Property deed | [ ] | |
| Vehicle titles | [ ] | |
| Will and any trusts | [ ] | |
| Advance directive | [ ] |
Keep while it is active
| Document | Where the original is kept | Found |
|---|---|---|
| Home and auto insurance | [ ] | |
| Health insurance cards | [ ] | |
| Mortgage or loan papers | [ ] | |
| Vehicle registration | [ ] |
Keep for a set number of years
| Document | Where the original is kept | Found |
|---|---|---|
| Tax returns and their supporting papers | [ ] | |
| Records for property you still own | [ ] |
Shred when you are done
| Item | Done |
|---|---|
| Monthly bank and credit card statements | [ ] |
| Pay stubs | [ ] |
| Utility bills | [ ] |
| Expired policies and closed-account papers | [ ] |
How to use it
- Walk the house with this sheet. Open the filing cabinet, the desk drawer, the box in the closet, and mark each document you find.
- Write the location in the middle column. “Home safe” or “bank box” is the part your family actually needs.
- Move the irreplaceable originals — deeds, certificates, titles — into the safe deposit box, with copies at home.
- Shred what you no longer need. This is the half most people skip, and it is why the drawer is full.
Frequently asked
Should I keep paper or scan everything?
Both. Scan the working papers and go paperless, but keep the originals of anything with a signature, seal, or legal effect.
How often should I redo this?
Once a year is plenty. Pick a dated moment — when you file your taxes, or in January — so you do not have to remember.
What if I have more documents than lines?
Print a second copy and continue the list. A second sheet is easier to read than smaller writing on the first.
Next step
Fill in the “keep permanently” group first, then record where this sheet itself is kept using the Checklist Builder.
This is a blank record sheet, not tax or legal advice. Retention rules depend on your situation, and the IRS publishes its own recordkeeping guidance — confirm anything you are unsure of with your tax preparer.