The short answer
Three tiers: originals in a fireproof box (passports, deeds, certificates), scans in encrypted cloud storage, and a one-page index telling someone else where everything is. Review annually.
The point of document organisation is that someone else can find things in an emergency. Build for that case.
Step by step
- Gather everything into one pile: identity, property, financial, medical, insurance, legal.
- Separate true originals — the ones that are painful to replace — into a fireproof, waterproof box.
- Scan everything at 300dpi and name files consistently: YYYY-MM-DD_type_issuer.
- Store scans in encrypted cloud storage plus one offline encrypted drive.
- Write a one-page index listing what exists, where it is, and account references.
- Tell one trusted person where the index and box are.
- Diarise an annual review to remove expired documents and add new ones.
What it costs
| Item | Typical cost |
|---|---|
| Fireproof document box | $40–$120 |
| Cloud storage | $0–$100 / year |
| Encrypted USB drive | $15–$40 |
| Scanner app | free on any phone |
Common questions
Is a photo good enough?
For reference yes, for official replacement usually no. Scan flat, in focus, full page.
Safe deposit box?
Good for deeds and wills. Bad for anything you may need urgently outside bank hours.
What can I shred?
Bank statements after 1 year, tax records after 6–7 years, utility bills after 1 year, unless needed for a claim.