Organizing a loved one's important paperwork

Short answer
Organizing paperwork means gathering personal, legal, health, financial, insurance, and property documents in one simple system. Record where originals are kept, not passwords, and review it once a year.

When a health scare or a loss happens, families often lose days hunting for papers. Organizing your loved one's important documents ahead of time, with their permission, is one of the kindest things you can do for everyone. It also helps your loved one feel in control of their own affairs.

Ask first and work together

These are your loved one's private papers. Start by asking what they would like help with and who they want to be able to find things. Some people prefer to keep the originals and share only a list of where everything is kept.

Gather the core documents

The National Institute on Aging's checklist for getting affairs in order is a helpful guide. Common items include:

• Personal records: birth certificate, marriage or divorce papers, Social Security card, military discharge papers
• Legal documents: will, any trust, durable power of attorney for finances, health care power of attorney, and advance directives
• Medical information: doctors, medicines, allergies, insurance cards, and Medicare or Medicaid details
• Financial accounts: banks, retirement accounts, pensions, and any regular income sources
• Insurance: life, home, auto, and long-term care policies
• Property: deeds, titles, mortgage papers, and vehicle registration
• Bills and debts: utilities, credit cards, loans, and subscriptions
• Digital accounts: a list of key online accounts and how your loved one wants them handled

Choose a simple system

A single binder or a labeled file box often works better than a complicated setup. Use one section per category above, and keep a one-page summary at the front listing where originals are stored, such as a fireproof box, a safe deposit box, or an attorney's office. If you also keep digital copies, store them somewhere secure and share access only with the people your loved one chooses.

Know the role you are taking on

If your loved one names you to help with money, the Consumer Financial Protection Bureau's guides on managing someone else's money explain the duties of agents under a power of attorney, trustees, and other fiduciaries. In short, act in your loved one's interest, keep their money separate from yours, and keep good records.

Plan for what comes later

Families who have this organized find the steps after a loss easier. USA.gov explains how to order certified death certificates, and the Social Security Administration explains how a death is reported. IRS Publication 559 covers tax duties for survivors and executors. An estate attorney can explain what applies in your loved one's state.

Keep it current

Set a reminder to review the binder once a year or after any big change, such as a new doctor, a new account, or an updated will. Our free Estate Task Tracker can help your family keep track of tasks and target dates when the time comes.