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unlabelled hanging file folders in filing cabinet holding important documents

To prevent documents from piling up on your desk, you need to stay on top of which items need to be filed, shredded, or thrown away. In fact, the best way to protect your privacy and avoid identity theft is to shred any item with identifying information. However, before you start shredding important documents, check with your attorney or accountant if you are unsure if something needs to be kept and filed.

Which Important Documents To File

Many records should be filed (electronically, physically, or both) for future reference. The amount of time each document should be kept varies.

  • Appraisals of goods (artwork, jewelry, etc.)
  • Birth, marriage, divorce and death certificates
  • Current credit reports and scores
  • Loan and mortgage documents
  • Insurance policy information
  • Insurance statements and claims
  • Medical history
  • Diplomas and transcripts
  • Résumés
  • Annual Social Security statements
  • Investment statements and trade confirmations
  • Tax returns (along with supporting documentation)
  • Documents regarding Trusts, Wills and Power of Attorney
  • Annual statements of accounts

Personal Records + Information To Shred

Shred any items with identifying information that you no longer need to retain. As mentioned previously, this is the best way to protect your personal records and financial information from being stolen and used maliciously.

  • Bank statements
  • ATM receipts
  • Deposit slips
  • Utility bills
  • Credit card pre-approval letters
  • Convenience checks
  • Loan or employment applications
  • Addresses of prior residences (like on luggage tags)
  • Credit scores and reports
  • Driver’s license numbers
  • Passport numbers
  • Medical information and prescriptions
  • Travel information
  • Insurance explanation of benefits letters

Paper and Files To Throw Away

Before throwing anything into the trash bin, ensure it has no identifying information.

  • Business cards (scan business cards of current contacts before tossing)
  • Bad photos
  • Junk mail
  • Charity fundraising letters (unless you plan on donating)
  • Greeting cards
  • Expired or unwanted coupons
  • Old magazines and newspapers
  • Unused recipes
  • Small-item receipts (like fast food)
  • Brochures
  • Warranties and user manuals for items you don’t currently own

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