While the digital age is certainly making it easier to electronically store financial documents, it not a good idea to rely exclusively on digital resources to manage and track your financial accounts and pay bills. Financial services will remind us that paperless is the green way to go. Assuming you take some commonsense actions to protect against financial fraud, it can also be very safe. However, before you go the minimalist route, put some basic infrastructure in place with these steps.
Secure Your System. Moving your document storage from paper to digital is a vital element of getting your financial house in order. A big first step before you switch over is to be certain of the security of your home computer network with up-to-date antivirus and antispyware software, firewalls and a spam filter. A good system for periodic backing up of the data is also essential. Also, you'll need to password-protect your computer as well as sensitive documents. Finally, be careful about trying to access financial information when you're away from home. Never log into any financial accounts when using a public or unsecured network.
Create a Master Directory. Next, create a password-protected digital directory of your accounts with user names and passwords, websites, and information about where these files are on your computer. This document can be handwritten, but it's crucial to keep that document in a safe location—like a locked, fire-safe box or a safe-deposit box. Also, it's important to tell a trusted loved one of your master directory and how to gain access to it.
Investigate Your Providers' Information Systems. Do a quick audit of the quality of the digital statements provided by your banks, brokerage and mutual fund companies, and other companies with which you conduct business. Be savvy with your passwords for your information on external providers' sites.
Create a Logical Digital Filing System. When creating a secure environment for your sensitive financial information, create an intuitive organization system for digital files. Consider using broad topic folders like "Insurance," with subfolders for "Auto Insurance" and "Life Insurance."
Have a Plan for Your Receipts. Go ahead and recycle receipts for inexpensive, everyday purchases and scan receipts for items you might need to return or otherwise document the proof of purchase.
Stop It at the Source. If you're getting unwanted catalogs or other junk mail, contact the company and ask to be removed from the mailing list.
Weed Through Existing Files. Sort through existing files and clear out the files you no longer need. Those very hard-to-replace items like certificates of marriage, birth and death; adoption papers; Social Security cards; deeds; and car titles should be stored in a safe-deposit box or an in-home fireproof box. Plus, keep a copy of estate planning documents in your home and inform a trusted loved one about these documents and their location.
Reference: Morningstar (April 18, 2016) "How to Organize Your Financial Documents"