How Long to Keep Financial Records

As we get older and our financial lives become more complicated, it can be challenging to know how long to keep financial records and paperwork and when it is safe to dispose of them. Some documents will need to be kept for your lifetime while others can be discarded after just one month. Here is a checklist that can help you determine what to save and what you can throw away.

Keep One Month

• ATM receipts and bank deposit slips can be thrown out as soon as you match them up with your monthly bank statement.
• Sales receipts can be tossed after you get your bank or credit card statement. However, keep these longer if you plan to return the item or need proof of purchase for a warranty.
• Credit card statements can be discarded once you review your statement unless there are tax-related expenses on them.
• Utility bills should be saved until the following month’s bill arrives showing that your prior payment was received. If you track utility usage over time, keep your bills for one to two years. If you claim a home office deduction, keep these bills for three years.

To avoid identity theft, be sure to shred anything you throw away that contains your personal or financial information.

Keep One Year

• Paycheck stubs until you receive your Form W-2 in January to check its accuracy.
• Bank statements (savings and checking account) to confirm your Form 1099s.
• Brokerage, 401(k), IRA and other investment statements until you get your annual summary (keep longer for tax purposes if they show a gain or loss).
• Receipts for health care bills in case you qualify for a medical deduction.

Keep Three to Seven Years

• Keep supporting documents for your taxes, including W-2s, 1099s, and receipts or canceled checks that substantiate deductions. The IRS has a period of three years to conduct an audit after you file a tax return. However, that period may be extended to six years if the IRS suspects you substantially underreported income. Keep documentation for seven years if you claim a loss from worthless securities or a bad debt deduction. If a tax return was not filed or a fraudulent return was submitted, the IRS has an indefinite period to pursue collection.

Keep Indefinitely

• Tax returns with proof of filing and payment. You do not have to keep them forever, but many people do since they provide a record of their financial history.
• IRS forms that you filed when making nondeductible contributions to a traditional IRA or a Roth conversion.
• Retirement and brokerage account annual statements.
• Defined-benefit pension plan documents.
• Savings bonds until redeemed.
• Loan documents until the loan is paid off.
• Vehicle titles and registration information if you still own the car, boat, truck or other vehicle.
• Insurance policies.
• Warranties or receipts for big-ticket purchases to support any warranty and insurance claims.

In addition to the above list, personal and family records like birth certificates, marriage license, divorce papers, Social Security cards, military discharge papers and estate planning documents including powers of attorney, wills, trusts and advanced directives. Store these important documents in a fireproof safe or in a safe deposit box.

Digitize Your Documents

To reduce your paper clutter, consider digitizing your documents by scanning them and converting them into PDF files so you can store them on your computer and back them up on a cloud storage service. You can also reduce your future paper load by switching to electronic statements and records whenever possible.

Savvy Living is written by Jim Miller, a regular contributor to the NBC Today Show and author of “The Savvy Senior” book. Any links in this article are offered as a service and there is no endorsement of any product. These articles are offered as a helpful and informative service to our friends and may not always reflect this organization’s official position on some topics. Jim invites you to send your senior questions to: Savvy Living, P.O. Box 5443, Norman, OK 73070.