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What Documents to Keep and For How Long
By Jason Su · Updated September 18, 2026
Most people are keeping two things at once: papers they should have thrown out years ago, and papers they cannot find when it matters. This sheet fixes both. It gives you a general retention guide, then a place to write down where each original actually lives.
The general rule
Three questions decide almost everything:
- Could I replace it? If no — birth certificate, deed, military discharge — keep it forever and keep it safe.
- Could the tax authority ask about it? Keep it for the audit window. Three years covers most situations; seven covers more.
- Do I still need it to be true? An expired policy or a closed loan is done. Shred it.
This is general guidance for US households, not tax advice. Retention rules depend on your situation, and the IRS publishes its own recordkeeping guidance. Ask your tax preparer about anything you are unsure of.
The sheet
Keep permanently
| Document | Where the original is | Checked |
|---|---|---|
| Birth certificate | [ ] | |
| Marriage certificate | [ ] | |
| Divorce decree | [ ] | |
| Social Security card | [ ] | |
| Military discharge papers (DD-214) | [ ] | |
| Passport (current) | [ ] | |
| Adoption papers | [ ] | |
| Property deed | [ ] | |
| Vehicle titles | [ ] | |
| Will and any trusts | [ ] | |
| Advance directive | [ ] | |
| Permanent life insurance policy | [ ] | |
| Pension or retirement plan documents | [ ] |
Keep for seven years
| Document | Where the original is | Checked |
|---|---|---|
| Tax returns where you claimed a loss or bad debt | [ ] | |
| Records for property you still own | [ ] | |
| Records of a sale with a carryover basis | [ ] |
Keep for three years
| Document | Where the original is | Checked |
|---|---|---|
| Federal and state tax returns | [ ] | |
| Supporting documents for those returns | [ ] |
Keep while it is still active
| Document | Where the original is | Checked |
|---|---|---|
| Home and auto insurance policies | [ ] | |
| Health insurance cards and summaries | [ ] | |
| Mortgage or loan paperwork | [ ] | |
| Vehicle registration and inspection | [ ] | |
| Warranty paperwork | [ ] |
Shred when you are done with it
- Monthly bank and credit card statements (once reconciled — keep one year if you claim deductions)
- Pay stubs (once you have checked them against your annual earnings statement)
- Utility bills (unless you claim them for a home office)
- Expired policies and closed-account paperwork
- Receipts for items you are not deducting
How to use it
- Walk the house with this sheet. Open the filing cabinet, the desk drawer, the box in the closet. Tick what you actually find.
- Write the location, not just a tick. “Home safe” or “bank box” is the part that helps your family.
- Move the irreplaceable originals. Deeds, certificates, and titles belong in the safe deposit box, with copies at home.
- Shred working papers 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, for different reasons. Scan the working documents (statements, receipts) and go paperless, but keep the originals of anything with a signature, seal, or legal effect.
What is a safe way to shred at home?
A cross-cut shredder is fine for statements and receipts. For anything with a Social Security number, consider a paid shredding service instead — many office supply shops offer it by the pound.
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.
Next step
Once the inventory is done, print the Master Checklist so the two sheets live together. Then record where both are kept on the free Checklist Builder page, so your trusted contact is not guessing.