How to Organize Important Records

Survivors frequently need to provide documentation of benefit and insurance coverage, medical history and financial status. An organized record keeping system will enable you to quickly locate important records and other information when they are needed. Your organized records will also enable you to provide needed information to trusted family or friends when you travel or if there is an emergency.

How to Organize Important Records: Detailed Information

This information is meant to be a general introduction to this topic. The purpose is to provide a starting point for you to become more informed about important matters that may be affecting your life as a survivor and to provide ideas about steps you can take to learn more. This information is not intended nor should it be interpreted as providing professional medical, legal and financial advice. You should consult a trained professional for more information. Please read the Suggestions and Additional Resources documents for questions to ask and for more resources.

The cancer journey is likely to bring with it a lot of important records and other paperwork. This may include medical records, insurance forms, invoice and billing statements, and other documents related to past and future health care. There is a need for you to know about and be able to document the types of insurance coverage you have, understand what your current financial situation is, and have quick access to your medical records.

Organized records enable you to provide important information to new and current health care providers. These records should include instructions for trusted loved ones or friends that can be used if you travel or if there is an emergency. Having this important information organized in a safe place is a step toward greater peace of mind and security for both you and your loved ones.

This document provides ideas about how to organize and store important records and documents including:

• Developing a filing system for your needs
• Compiling a "list of instructions" for others
• Storing important records
• Using a safe deposit box

Although organizing your records may seem like a lot of work, it can be easier to do than you think. It may be that most of the work has already been done. For example, you probably had to collect much of this information when you prepared your last income tax return. If you applied for health care benefits, you most likely had to pull this information together. Organizing the information can make future access easier.

If the thought of organizing your records seems overwhelming, it may help you to remember that you do not have to do everything in one day. There are likely to be others who are willing to help you if you are not feeling well enough to start an organizing project by yourself at this time.

What type of organizing system will work well?

Organizing important documents and records can be done effectively using a filing system that is as simple as keeping papers in a filing cabinet, a box, or a 3-ring binder that is indexed for different categories. On the other hand, you may prefer or need a more detailed system. Whatever filing system you choose, the important thing is that it meets your individual needs.

Many books, as well as articles in magazines and online, contain helpful suggestions about ways to organize. There are also professional "organizing services" listed in the business section of your area telephone book that will help with household and business organization. Consider asking a friend or family member if they have a filing system that works well for them if you would like further ideas. You may find it necessary to try a few different approaches before you find the system that works for you.

What is the best way to start organizing records?

Keep the following suggestions in mind as you develop your own organizing system:

1. Base your filing system on the information you need to keep and who will have access to it. The system does not have to be formal or difficult. Use whatever method that works for you and your family. It should allow you to easily find important documents and information when they are needed.
2. Start organizing your records by labeling boxes or files to help you sort your papers into categories for personal and family information. Some appropriate file labeling categories might include:
   
   
   • Vehicle records
   • Bank records
   • Employer information
   • Home maintenance records
   • Insurance policies
   • Family records
   • Marital and divorce records
   • Prenuptial and postnuptial agreements
   • Medical records
   • Paid accounts
   • Pet information
   • Unpaid accounts
   • Warranty information
3. When setting up your files, be sure you include:
   
   
   • Copies of all insurance documents including life, health, short-term and long-term disability, and long-term care policies
   • Copies of benefit information including applications, appeal documents, award letters and correspondence
   • Financial and legal records
   • Invoice and payment records and statements
   • Notes about important conversations with doctors and other health care professionals, benefit representatives, employers, family and friends (including the names of people you have talked with, dates and actions to be taken)
   • Medical documents including copies of pathology and lab results, treatment care plans, and your survivorship care plan (recommendations for future health care)
4. Keep important papers in one location. Whenever possible, file papers as soon as you get them. Consider creating separate file folders, boxes or an indexed 3-ring binder to keep the records for each person in your family.
5. Create a "list of instructions" to keep track of household information and contacts.This list will enable a trusted friend or loved one to step in and manage your household routines and bills if you need help.
6. Teach your organizing and recordkeeping system to a trusted loved one or friend. This will enable him or her to retrieve information for you in an emergency, while you travel, or during times when extra help is needed. If your organizing system is complicated, you may want to write down how it works and keep a copy of these directions with your records.

If you scan and save important documents to your computer to create a paperless filing system, be sure that you back up your computer data on a regular basis. Always keep a recent copy of your backup data in a safe place such as a safe deposit box or a fireproof safe. Also, make certain that whoever may have the need to use your data has the user names and passwords required to access the computer files.

What should be included in a survivor's "list of instructions"?

A complete list of instructions about your health, home, family, legal and financial matters can be a very important guide to help others if you travel or if there an emergency. The information contained in this list can assist a trusted loved one or friend through the process of tasks such as paying bills and maintaining your household if the need arises.

Your list should include a guide to your filing and recordkeeping system. It should also contain all of the information that is necessary to keep your home and financial life in order. If developing a list of instructions becomes too tiring or time consuming to do at one time, do as much when you can. Keep the list handy so you can add to it as you think of things that need to be included.

Provide enough detail in your list of instructions so that, if immediate help is needed, another person would be able to locate everything that keeps your home and financial life in order. Some of the information within your list of instructions is likely to be confidential and highly sensitive such as financial information, PIN numbers, usernames and passwords. That information should be kept in a safe place so that only the person you trust can access it.

Include some or all of the following categories and information in your list:

 

Instruction Categories:	List of Instructions Information:
Asset Records	List where to find information about your important assets, such as the title to your car, deeds to property, stock certificates, jewelry or investments Include beneficiary contact information
Bill Payment Schedule	Create a schedule or timeline that shows when loan payments and other bills are to be made Specify any actions that need to be taken for all of your bills Include account balances, dates and amounts due for each bill and update these regularly Include online banking usernames and passwords
Children's Information	Provide contact information for schools, teachers, coaches, child care providers, doctors, dentists and other important people in your child's life Give directions to school, activities and daycare, including times children should be dropped off and picked up Provide information about allergies, household routines and children's friends
Employer Information	List contact information in case your employer needs to be notified of your absence Provide the location of employment benefit records, including insurance policies, sick leave, vacation and paid time off policies and retirement plans
Financial Accounts	List names of banks, credit unions and other places where you have financial accounts Include instructions regarding account numbers and information required to access the accounts List contact information for your attorney, accountant, financial planner, insurance agents and stock broker Specify the location of credit reports and relevant financial records Include beneficiary contact information
Home Maintenance	List contact information for the plumber, electrician, gardener and other service workers that you use Provide any schedules related to your home maintenance such as schedules for replacement of air filters and fire alarm batteries as well as lawn and plant watering schedules
Home Utility Information	List contact information for utility companies such as telephone, cable, electric, gas, water and trash Identify locations for emergency shut-off of water and gas lines, including any special instructions
Housing Payment Records	List contact and payment information, including the mortgage company and (if applicable) homeowners' association for homeowners or the property owner or management company for renters Include the amounts due, dates due, and address to which each payment should be sent
Income Information	Provide list of current income sources Name financial institutions and account numbers in which to make deposits Provide an estimated budget that shows how you spend your income with information about how you intend to pay future expenses
Insurance Policies	List each policy with name of insurance company, policy number and contact information for agent Specify payment dates and amounts due for all policies, including life, disability, long-term care, auto and mortgage, homeowner's or renter's insurance policies Provide instructions on where to find Social Security benefit records Include beneficiary contact information
Medical Contact Records	List contact information for doctors and other medical providers, counselor, pharmacist and home health care providers Include information about medications, vitamins and allergies Provide location of medical records organized by dates of service
Pension Plans, IRAS, 401(b) and 403(b) plans	List each policy with name of the company, policy number and contact information for agent Include beneficiary contact information
Confidential and Personal Records	List your Social Security number, location of keys (home, car, filing cabinets, safe deposit boxes, lock boxes), information used to identify yourself to creditors (such as mother's maiden name and passwords for computer) Provide contact information for important professionals with whom you work such as your attorney, accountant, financial planner, insurance agents or stock broker Provide information about where your will, power of attorney (financial) and advance directives (health) are kept
Pet Information	Provide care information for your pet including feeding, medications, allergies, exercise needs and daily routines List contact information for regular and emergency veterinarians Provide contact information for friends, family or other acceptable pet boarding options
Safe Deposit Boxes	List names and addresses of banks that hold your safe deposit boxes Provide the names of people who are authorized to open the boxes Keep a list of the contents of each box at home

 

When your list of instructions is completed, remember to:

• Keep this list of instructions with your other important papers in your filing system so it does not get lost.
• Be sure that whoever might need this list, such as a family member or friend, knows about the list and where you keep it.
• Provide a trusted person with the passwords required to get into your computer if you keep the list of instructions and other important information on your computer. You may also need to give instructions on how to find the information within your computer files.
• Be certain that the individual with whom you share this information is trustworthy and willing to take care of matters on your list if they are ever needed. You may want this person to be the same person you have designated in your financial power of attorney document.

Where should important records and valuables be stored?

Important documents such as your will, living trust, power of attorney and advance directives should be stored in a safe place. Be sure that trusted family members or friends know where the records are and will be able to get to them if necessary.

General recommendations for storing important documents include:

• Keep a copy of each document for yourself
• Write down any instructions about the document and the location of the original
• Keep signed originals (the original and any duplicate copy) with your attorney

Remember, if documents are needed during emergencies, they must be quickly accessible to a trusted family member or friend who has agreed to be your advocate (agent). Guidelines for storage of important documents vary from state to state, but are generally as follows:

 

Documents	Where to Store Documents
Directives concerning minor children	Original(s): In possession of the named guardian Copies: With your attorney
DNR (Do Not Resuscitate) Order	Original: With your doctor Copies: With the representative or agent you have designated to act on your behalf or a close family member ("next of kin." "Next of in" is defined differently in each state, but the legal order is usually: 1) spouse, 2) children or parents, 3) grandchildren, 4) siblings, 5) nieces or nephews)
Durable power of attorney for financial affairs	Duplicate Signed Originals: With you and your attorney Copies: With your appointed representative and alternate(s)
Durable power of attorney for health care	Duplicate Signed Originals: With your representative and your attorney; talk with close relatives about your wishes Copies: With your primary doctor, medical specialists, pharmacist, nursing home and/or hospital
Living will	Duplicate Signed Originals: With your doctor and your representative Copies: Other copies are not needed, but talk with close relatives about your wishes.
Out-of-hospital DNR	Duplicate Signed Originals: Signed original document posted where the hospice patient resides, and duplicate signed original with the doctor Copies: With representative and/or close relative(s); also talk with close relatives about your wishes
Revocable living trust	Duplicate Signed Originals: In your possession and with your attorney Copies: With your trustee(s)
Will	Signed Original: In your possession or with your attorney Copy: In a safe place that can easily be accessed by your representative

 

What should be stored in a safe deposit box?

Safe deposit boxes (or "safety deposit boxes") are located in banks and keep contents secure from thieves, fire and other disasters. These boxes are made of steel and have two keys--one to be used by a bank guard and the other for you. Both keys are needed to open the box. Identification is usually needed to lease or open a box. You may want to consider authorizing a trusted loved one or friend to also have access to your safe deposit box.

Safe deposit boxes are excellent for storage of items such as:

• Adoption papers
• Citizenship papers
• Computer backup information and storage media
• Copies of will, advance directives, health care proxy
• Divorce decrees
• Irreplaceable items or things with special meaning
• Jewelry, coins, stamps
• List of household possessions
• Marriage licenses
• Prenuptial and postnuptial agreements
• Military discharge papers
• Negotiable securities or bonds
• Papers related to legal actions
• Photos for insurance purposes
• Real estate deeds
• Title documents for vehicles

A safe deposit box can usually be obtained through your bank or credit union. Contact the customer service department of the financial institution for more information. If you cannot get a safe deposit box, purchase a fireproof lock box through a retail or home improvement store to keep at home.

What types of documents can be kept in a locked filing cabinet or fireproof lock box?

Items you use or may need to refer to often during a year can be kept in a place that can be locked such as a filing cabinet, fireproof lock box, or a chest. Although these documents can be replaced if necessary, a fireproof lock box will provide additional protection.

Examples of the types of documents that are appropriate for this type of storage include:

• Advance directives
• Birth certificates
• Diplomas
• Immunization records
• Passports
• School records

While it is a good idea for everyone to create a recordkeeping and filing system that works for them, the work involved can be challenging and time-consuming if you are not feeling well. If developing your recordkeeping system becomes too tiring, do what you can. You can also ask family and friends for help. Continue to gradually build on your efforts. A good recordkeeping system will go a long way towards making life easier for you and for your loved ones.

This document was produced in collaboration with:

David S. Landay, Esq., author of Be Prepared: The Complete Financial, Legal and Practical Guide for Living with Cancer, HIV and Other Life-Challenging Conditions.

Works Cited

Garnet, Robert J., Robert B. Coplan, Barbara J. Raasch and Charles L. Ratner. Ernst & Young's Personal Financial Planning Guide, 2^nd ed. New York: John Wiley & Sons, 1996.

Hallman, G. Victor and Jerry S. Rosenbloom. Personal Financial Planning, 5^th Ed. New York: McGraw-Hill, Inc.,1993.

IDG Books Worldwide, Inc. Personal Finance for Dummies. California: IDG Books Worldwide, 1994.

Landay, David S. Be Prepared: The Complete Financial, Legal and Practical Guide to Living with Cancer, HIV and Other Life-Challenging Conditions. New York:St. Martin's Press, 1998.

[return to top]

How to Organize Important Records: Suggestions

The suggestions that follow are based on the information presented in the Detailed Information document. They are meant to help you take what you learn and apply the information to your own needs. This information is not intended nor should it be interpreted as providing professional medical, legal and financial advice. You should consult a trained professional for more information. Please read the Additional Resources document for links to more resources.

As you get new documents and information, keep it organized.

An easy way to do this is to keep your records in file folders, a box or 3-ring binders. Store the file folders in a safe place such as in a lockable filing cabinet, desk drawer or fireproof lockbox. These are available at most office supply stores and discount department stores.

Label your organizing folders with headings such as:

• Asset Records
• Benefits (Use a separate file for each program)
• Bill Payment Schedule
• Children's Information
• Credit Reports
• Current Bills
• Disability Programs
• Employer Information
• Emergency Information
• Financial Accounts
• Government Programs
• Home Maintenance Records
• Housing Payment Records
• Important Family Information
• Marital and divorce records
• Prenuptial and postnuptial agreements
• Income Information
• Insurance Policies
• Medical Contact Information
• Medical Expenses and Reimbursements
• Medical History and Prescription Logs
• Paid Accounts
• Personal Records
• Product Warranties
• Purchase Records
• Vehicle Records
• Unpaid Accounts

Of course, you may want to create different headings or organize the information in other ways. The most important thing is that you know what information you have and where it is stored.

Talk to your family or close friends about getting help gathering this information.

This process can seem overwhelming at first. Having help, even if it is just emotional support, can make the task easier. It may be that you know someone who is a good organizer or has done this before that can help you.

Develop your "list of instructions" for your family and trusted friends, and keep it updated:

1. Make a list of categories to be included in your list. such as information about the family and children, medical contact records, financial accounts, pet information, household records and information about your assets.
2. Write down information important to each category including how things are organized or set up and how to find usernames, passwords or keys that will be needed to access files, accounts and other storage areas.
3. Record important information related to care of family members and pets that might otherwise be overlooked.
4. Note important dates, instructions, usernames and passwords related to payment of bills and care of your home.
5. Write down storage locations for important documents as well as instructions about how to access to the documents.
6. Talk with whoever might need the list of instructions (a trusted family member or friend) about its purpose and where the list is kept.
7. Be certain that the individual(s) with whom you share your list of instructions is trustworthy and willing to take care of matters on your list if needed.

For more information about documents that are important to survivors, visit

www.LIVESTRONG.org/importantrecordssurvivorsshouldkeep

[return to top]

How to Organize Important Records: Additional Resources

The resources listed below provide more detailed information and support services to help you organize important records. Please read the Detailed Information and Suggestions document for more information and questions to ask.

LIVESTRONG Navigation Services
LIVESTRONG.org/Get-Help

Online: Complete an intake form through the LIVESTRONG website.
Phone: 1.855.220.7777 (English and Spanish)
Navigators are available for calls Monday through Friday, 9 a.m. to 5 p.m. (Central Time). Voicemail is available after hours.

LIVESTRONG offers assistance to anyone affected by cancer, including the person diagnosed, loved ones, caregivers and friends. The program provides information about fertility risks and preservation options, treatment choices, health literacy and matching to clinical trials. Emotional support services, peer-to-peer matching and assistance with financial, employment and insurance issues are also available. To provide these services, LIVESTRONG has partnered with several organizations including Imerman Angels, Navigate Cancer Foundation, Patient Advocate Foundation and EmergingMed.

Annualcreditreport.com
www.annualcreditreport.com

 

Phone:

1-877-322-8228

 

AnnualCreditReport.com is the official site to help consumers obtain their free annual credit report. It was created by the three nationwide consumer credit reporting companies: Equifax, Experian and TransUnion. Consumers who order their free annual credit reports online need to correctly spell AnnualCreditReport.com to avoid being directed to other websites that claim they offer free reports--but only with the purchase of products. While consumers may be offered additional products or services while on the authorized website (such as a credit score), you are not required to make a purchase to receive their free annual credit reports.

Cancer Legal Resource Center (CLRC)
www.disabilityrightslegalcenter.org

Email:	clc@lls.edu
Phone:	1-866-843-2572 or 213-736-1455
	TTY for deaf and hard of hearing callers: 1-213-736-8310

The Cancer Legal Resource Center (CLRC) provides information about cancer-related legal issues to survivors, loved ones, friends, employers, health care professionals and others coping with cancer. CLRC information covers health insurance, employment, government benefits, estate planning, advanced health care directives, family law and consumer assistance. Through the CLRC national toll-free Telephone Assistance Line callers can receive information about laws and resources for their particular situation. The CLRC volunteer panel of attorneys and other professionals can provide more in-depth information and counsel to CLRC callers. All CLRC services are free and confidential. Services are available in both English and Spanish.

MIB Group, Inc.
www.mib.com

Email:	Info@mib.com
Phone:	1-866-692-6901
	TTY for deaf and hard of hearing callers: 1-866-346-342

MIB Group is a not-for-profit membership corporation that collects and shares underwriting information among its 450 member life insurance companies. If you have applied for an individual insurance policy within the last 7 years and the insurance company reviewed your medical history and records, some of that information may be available to other life insurance companies through MIB. The website provides information about what records MIB has and how those records are used by insurance companies. You can contact the MIB to find out what information they have about your medical records and what is available to life insurance companies. You can also correct information that is not accurate. Consumers are entitled to one free report from the MIB each year. You must request this report by phone.

U.S. Social Security Administration
www.ssa.gov

Email:	Send email through the website
Phone:	1-800-772-1213
	TTY for deaf and hard of hearing callers: 1-800-325-0778 Calls are answered Monday through Friday, 7:00 a.m. to 7:00 p.m.

Social Security Online is the official website of the U.S. Social Security Administration, which oversees both Social Security and Medicare. From this site, you can access information and print out forms that relate to all aspects of Social Security and Medicare. This includes finding out what benefits you qualify for, applying for benefits and requesting information about Social Security policies or procedures. The site also provides information on how to apply for burial funds or survivor's benefits, as well as how to find out what benefits survivors are entitled to. Information is available in many different languages, including Arabic, Armenian, Chinese, Farsi, French, Greek, Haitian-Creole, Italian, Korean, Polish, Portuguese, Russian, Spanish, Tagalog and Vietnamese.

[return to top]