Document Security at home

The recent California wildfires made me realize something: I have valuable papers that can’t easily replace, and they are sitting in a plastic file box that I might not have time to grab during a fire. Imagine not having a copy of your homeowner’s insurance, for example. So I came up with a plan, which I’m going to detail so you can implement it or something similar for yourself:

• Get a scanner. I got the Epson Artisan 800, which works quickly, quietly and easily, and is compatible with Mac and Windows.
• Scan in all your important documents: tax returns, insurance policies, insurance wallet cards (for backup if your wallet is lost), etc.
• Copy the scans to a flash drive (USB drive). The one I’ve linked to is one I’ve bought several of – it’ll hold everything and then some, so I make several copies. Now, these will contain private information you don’t want getting stolen, so you can encrypt them with TrueCrypt (instructions here). You could stick one in a safety deposit box, but since they’re encrypted, you can also store one in your car, at your office, with family, without any fear of anyone snooping through them.

While I’m at it, I’m going to go paperless. I’m going to keep a few things like my IRS tax returns that are fresh enough to be needed in an audit, but everything else is getting scanned, then shredded. Bank statements, credit card statements, medical paperwork… everything gets scanned. You can buy expensive software to help you categorize this stuff on your hard drive, or you can just use some common sense:

• Set up folders like you would set up files, however you like to categorize documents. Also set up an “inbox” folder (call it what you want).
• When you scan things, put them straight into the inbox folder if you’re in a rush. Then later you can put them in the folders where they belong.

I use CutePDF so I can also save any electronic file as a PDF (in Mac, this is built into the operating system). I save electronic receipts (the ones that say “print this page for your records”), electronic confirmation of online bills paid, etc. This can be a real life saver when somehow an electronic payment doesn’t go through – if your credit is good, most creditors will accept the evidence that you made the effort and remove late fees and finance charges.

Paperless technology isn’t just about saving trees. It’s about having electronic backups of papers, mementos and photographs you’d hate to lose. Having a scan is always better than having no version at all.

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Posted in Organization on September 25, 2009