Organizing administrative papers: how long to keep them?
Paperwork piling up? Here is how to sort and file your important documents efficiently.
Recommended Materials
- Binders or expanding file folder
- Plastic sleeves
- Document shredder (or scissors)
- Scanner (optional)
Steps to follow
Step 1
Immediate sorting (the golden rule): Never let mail pile up in the hallway. As soon as you pick it up, open everything. Immediately throw away advertisements and empty envelopes. Put bills to pay aside (in a 'To process' tray) and file immediately what is informative.
Step 2
To keep FOR LIFE (Vital documents): Civil status acts, family record book, marriage contract, divorce judgment, donations, wills, diplomas, health record, vaccination record, blood type, property titles, retirement file.
Step 3
To keep 10 YEARS (or more): Bank account statements (5 years, but 10 years recommended), check stubs, major works invoices (ten-year guarantee), co-ownership charges, correspondence with the property manager.
Step 4
To keep 5 YEARS: Income tax notices, proof of tax payment, pay slips (keep until retirement liquidation for rights calculation), unemployment certificates, gas and electricity bills.
Step 5
To keep 1 YEAR: Telephone and internet bills, housing tax and property tax notices (3 years if relief), chimney sweeping certificates.
Step 6
Efficient filing: Use lever arch files or an expanding file folder (faster). File by major themes: Housing, Bank, Health, Work, Taxes, Insurance. Use colored dividers.
Step 7
Digitization (backup): Scan the most important documents (those 'for life') and store them on a secure Cloud or a certified digital safe. In case of fire or flood, you will not lose your administrative identity.
Frequently Asked Questions
Receipts ?
Keep only those for devices under warranty (often 2 years) stapled to the manual. Grocery and small purchase receipts go straight to the trash.
Precautions
- Shred documents with personal data before throwing away (identity theft).
- Do not throw away originals of official acts.
