What documents should you keep? A household filing guide

Which paperwork would your household need if life changed tomorrow? A move, an insurance claim or a family change can turn a forgotten folder into something you need urgently. If you are asking “what documents should you keep”, start with what helps you prove, explain or manage something important. Identity records, household agreements, receipts and legal paperwork all deserve a considered review. That does not mean keeping every letter or choosing a disposal date based on age alone.

This guide helps you sort records by their purpose, check when an original matters and make digital copies easier to find. It also covers clear labels, appropriate access, separate backups and careful disposal. Retention requirements depend on the document and your circumstances, so check relevant guidance before discarding anything uncertain. The aim is a manageable household routine: know what you have, where it lives and what needs attention next.

Key takeaways

• Keep records that support your identity, family, home and ongoing commitments, with clear notes explaining anything you are retaining for a particular reason.
• Check the issuing authority and receiving organisation’s requirements before replacing original paperwork with a scan, especially for identity documents and signed legal records.
• Organise paper and digital records with clear labels, separate current versions from older copies, and note exactly where important originals are stored.
• Restrict access to sensitive records according to need, maintain a separate backup, and check that trusted people understand how to find appropriate information.
• Review unresolved claims, disputes and agreements before clearing paperwork, then confirm disposal requirements and choose suitable methods for removing eligible paper and digital records.

In this guide

• Which personal and financial documents should you keep?
• Keep paperwork that supports everyday household needs
• Decide what needs an original and what can be digital
• Make documents easy for your household to find
• Review before you discard, then keep the routine simple

Which personal and financial documents should you keep?

Identity, family, health and legal records: what to consider keeping permanently

When deciding what documents should you keep, start with the records you would want to find during a major life change. Think about your identity, your family, your health and the wishes you have put in writing.

For a possible permanent folder, consider:

• Identity records: Birth certificates, adoption papers, citizenship records and documents relating to a change of name.
• Family records: Marriage or civil partnership certificates, divorce paperwork and death certificates.
• Health records: Information about significant treatment, ongoing care, allergies and any personal health wishes you have recorded.
• Legal records: Wills, powers of attorney, court documents and agreements you may need to refer to again.

Treat this as a starting point for reviewing your paperwork, rather than a rule that every household must follow. Ask yourself: does this record still reflect our circumstances? Would we want to refer to it later? Is there a reason to keep the original?

Before discarding an original or replacing it with a scan, check the relevant guidance or ask the professional who prepared it. If you have updated a legal document, ask what to do with previous versions rather than deciding from the date alone.

Choose a dedicated place for the records you decide to keep. Give digital files clear names and separate current documents from anything retained for reference. For sensitive paperwork, think carefully about who should have access.

You might also leave a trusted person instructions on where to look if you need their help. Keep those instructions separate from passwords or other private access details.

Money, employment and tax records: check current local authority guidance for your circumstances

For financial paperwork, avoid setting a blanket disposal date. Instead, review what the document relates to, whether anything is still unresolved and what current guidance says about your circumstances.

Your review pile might include:

• Money records: Statements, loan paperwork, payment confirmations and documents connected with savings or investments.
• Employment records: Contracts, payslips, pension paperwork and correspondence about changes to your employment.
• Tax records: Returns, supporting receipts, expense records and correspondence with the relevant tax authority.
• Ongoing commitments: Insurance paperwork, housing agreements and records connected with purchases or disputes.

Check current guidance from the relevant local authority, tax authority or issuing organisation before deciding what to discard. Where your situation is unclear, ask an appropriately qualified professional for guidance specific to you.

Mark anything connected with an open query, claim or disagreement for further review. Avoid clearing it out simply because it looks old.

Make the next step manageable. Label folders by subject and add a note explaining why you are keeping anything that is not obvious. Set a reminder to revisit paperwork that needs a decision later.

The aim is not to keep every scrap. Build a household filing routine around deliberate decisions: what to retain, what to check and what you are ready to dispose of securely.

Further reading: SARS — South African Revenue Service.

Keep paperwork that supports everyday household needs

Your home and major purchases: agreements, ownership records, receipts, warranties and maintenance history

When deciding what documents should you keep, start with the paperwork you would want to hand when something needs attention. Think about your home, the things you rely on and any agreements you might need to check. Aim for a useful household record, rather than a collection of every letter that arrives.

For your home, consider keeping:

• Agreements: Your tenancy agreement, purchase paperwork and any written agreements about work on your property.
• Ownership records: Documents relating to your home and belongings, including relevant transfer paperwork.
• Receipts: Proof of purchase for appliances, furniture, electronics and other purchases you would want to trace.
• Warranties: Warranty documents alongside the receipt and product details, rather than tucked away separately.
• Maintenance history: Quotes, invoices, inspection paperwork and notes about repairs or servicing.

Give each document a clear home. You might group paperwork by room, appliance or project. Choose a method that makes sense to your household, and use names you would naturally look for later. “Kitchen oven receipt” is a sensible starting point; avoid leaving a scan labelled only with an automatically generated filename.

For repairs and improvements, keep the agreed scope of work with any written changes, invoices and relevant correspondence. Add photographs where you want a record of the work or the item’s condition.

Before clearing anything out, pause over documents connected to an ongoing agreement, unresolved problem or possible claim. If you are unsure about keeping an original or how long to retain something, ask the relevant organisation or a qualified adviser. Avoid setting a blanket disposal rule for all your household paperwork.

Insurance and vehicles: policies, certificates, service records and evidence for claims

Treat insurance and vehicle paperwork as working records. Arrange it around the policy, vehicle or issue it belongs to, rather than letting renewal letters and service invoices build up in a mixed pile.

For insurance, consider keeping your policy documents, schedules, certificates and correspondence about changes to your cover. Put contact details and any reference information alongside them. When reviewing a renewal, check which documents you want readily available and which belong in an archive.

For vehicles, gather ownership or registration paperwork, purchase agreements, service records and repair invoices. Include documents for any related warranty or cover you have chosen. Keep paperwork for each vehicle together, with clear labels for current documents and older records.

If you need to make a claim, create a separate folder for it. Consider adding:

• Photographs and notes about what happened.
• Receipts or other records relating to the belongings involved.
• Quotes, assessments and repair invoices.
• Copies of forms and correspondence.
• Notes from conversations, including who you spoke to and any agreed next steps.

Follow the insurer’s instructions about what to provide, and ask before discarding anything relevant to an open claim.

Finally, make access part of your filing routine. Agree where household paperwork lives and who should be able to find it. Keep sensitive records somewhere you are comfortable storing them, and review access when your household circumstances change.

Further reading: Department of Home Affairs.

Decide what needs an original and what can be digital

Before replacing an original, check what the issuing authority and receiving organisation require

When deciding what documents should you keep, separate the information you need from the physical paperwork you may need to present. A digital copy can make a document easier to find. That does not mean it can always replace the original.

Before shredding anything, check with the organisation that issued it and the organisation likely to ask for it. Their requirements may differ. Ask whether they accept a scan, need a certified copy or must see the original. If certification is required, check who can certify it and whether any conditions apply.

Take particular care with identity documents, birth and marriage certificates, wills, property records and signed legal agreements. Requirements depend on the document, its purpose and the relevant jurisdiction. Do not assume that an uploaded copy makes the paper version unnecessary.

For paperwork such as bills, receipts, policy documents and service records, check whether a readable digital version is acceptable for the purpose you need it for. A receipt needed for a warranty claim may have different requirements from a record kept for your own reference.

Keep a short note alongside each important document explaining:

• Whether the original must be retained.
• Where the original is stored.
• Which organisation confirmed the requirement.
• Whether you need to review that decision later.

If the answer is unclear, keep the original while you check. Store important paper documents somewhere protected from damp, accidental damage and casual access. Let a trusted household member know how to locate them when needed, without making sensitive records openly accessible.

Keep readable digital copies, restrict access and maintain a separate backup

A useful digital copy needs to be complete and readable. Capture every relevant page, including the reverse where it contains information. Check that names, dates, signatures, stamps and reference details are visible. Open the saved file before putting the original away.

Use filenames that explain what the document is without exposing unnecessary personal information. A document type, household member’s name where needed and a relevant date can help you recognise it. Avoid putting full identity details or account information in filenames.

Keep your folders straightforward. Group documents in a way your household understands, such as home, vehicles, insurance and personal records. Separate current documents from older versions so you do not accidentally use an expired policy or superseded agreement.

Limit access according to need. Someone who needs a maintenance record does not necessarily need access to identity documents or money records. Review shared access when household arrangements change, and avoid leaving sensitive copies in shared downloads folders or broadly accessible email threads.

Maintain a backup separate from your everyday working copy. Conquish can back up household documents to Google Drive on the Premium plan. Check the access settings on your backup location too.

Finally, test that you can find and open your backed-up documents. A familiar folder name is not enough if the file is missing, damaged or inaccessible. Review your records when something changes, replace outdated copies where appropriate and retain any originals still required.

Further reading: National Consumer Commission.

Make documents easy for your household to find

Use simple folders and clear labels, with a note of where originals are stored

When you’re deciding what documents should you keep, think about how your household will find them later. Aim for a filing system that makes sense to the people who may need it, not just the person who set it up.

Choose folder names that match everyday life. Try Home, Money, Insurance, Health, Vehicles and Family. Adjust these to suit your household. If a folder starts feeling crowded, divide it by person, property or subject rather than inventing a complicated filing code.

Give each document a clear label. Include the document type, who or what it relates to, and a relevant date. “Home insurance — renewal — [date]” is more useful as a naming pattern than “scan final”. Use the same approach for paper folders and digital copies where practical.

Keep a short index alongside your folders. For each important document, note:

• What it is and whose name it is in.
• Where the digital copy is saved.
• Where the paper original is stored, if you have it.
• Who to contact with questions.

Be specific about physical locations. Write “labelled folder in the locked study drawer” rather than “somewhere in the study”. Keep keys, passwords and access codes out of any broadly shared index.

Give incoming paperwork a place to wait until you can sort it. Then make filing part of an existing household routine. Rename new files, put them in the right folder and check that the location notes still make sense. Before discarding an original, check any relevant requirements with the organisation or professional involved.

Prepare for moves, claims and family changes, with appropriate emergency access for trusted people

Build your document system around moments when you might need to act. Before a move, gather the paperwork you expect to refer to and update storage notes as boxes leave the house. For a claim, keep the relevant policy, correspondence and supporting material together. After a family change, review names, contact details and access arrangements.

Create a short “start here” note for someone helping your household. Point them towards the relevant folders and contacts. Explain any labels that might not be obvious. Avoid turning this note into a copy of every private detail you hold.

Decide who should have access, what they should be able to see and in which circumstances. Ask trusted people whether they are comfortable with that role. Where access controls are available, choose permissions that match the help you want them to provide.

For sensitive documents or formal authority to act, check the appropriate arrangements with the relevant provider or a qualified professional. Do not assume that being able to open a folder gives someone permission to make decisions.

Finally, walk through the system with the people involved. Ask them to find a document using your labels and notes. Adjust anything unclear, and revisit the arrangements when your household changes. Keep it practical: a clear place to look, a clear person to ask and clear boundaries around access.

Review before you discard, then keep the routine simple

Keep records linked to unresolved claims, disputes or ongoing matters; check local rules before disposal

Before clearing a folder or emptying a drawer, pause over anything connected to unfinished household business. Set aside paperwork for an unresolved insurance claim, a disputed bill, a repair you are still discussing or an agreement that has not yet been settled.

When deciding what documents should you keep, start with a practical question: is this matter genuinely finished? If you are unsure, leave the records in place until you have checked.

Keep the relevant paperwork together. Gather the original agreement, related correspondence, receipts and any notes you want to retain. Give the folder a clear name that tells your household what it concerns. Add a brief note about what is still outstanding and what needs to happen next.

Avoid choosing a disposal date simply because a document looks old. Before discarding it, check the local rules and any requirements that apply to the matter. Ask the relevant organisation or a suitably qualified professional for guidance where needed. Do not rely on a general decluttering checklist to settle a specific legal or contractual question.

For anything awaiting clarification, use a “review later” folder rather than making a rushed decision. Write down why you are keeping it and what you need to check. Set a reminder to return to that question. Treat the reminder as a prompt to review, not an instruction to delete.

File new paperwork, set review reminders and securely dispose of eligible paper and digital records

Choose a routine that fits your household. Aim for a manageable habit, not a filing project that takes over your weekend.

Start with a place for incoming paperwork. Use a tray for paper and a clearly named folder for digital files. When you review them, decide what needs action, what belongs with an existing record and what needs a closer check before disposal.

Name files in a way that makes sense to you. Include the subject, the organisation involved and a relevant date where helpful. Apply the same approach to paper folders. Avoid creating extra categories unless you have a clear reason for them.

Set review reminders around the matter itself. Revisit claim records after checking that the claim is closed. Review agreement paperwork when the arrangement changes or ends. Check disposal requirements before removing anything.

Once you have confirmed that records are eligible for disposal, choose a secure method suited to their contents. For sensitive paper records, arrange confidential disposal or use an appropriate shredder. For digital records, review saved copies, shared folders and backups as part of your disposal plan. Check the relevant service or device guidance rather than assuming that removing a file from view completes the job.

Keep the routine gentle but deliberate: file new paperwork, follow up on unfinished matters and review before you discard. Leave anything uncertain for a clearer decision.

Conclusion

Knowing what documents should you keep helps your household spend less time searching and approach changes with a clearer picture of the paperwork involved. The benefit is not a perfectly tidy archive. It is being able to find the right record, understand why you kept it and know what to check next.

Start with the documents that matter to your household now. Group related paperwork, give files recognisable names and record where important originals live. Check requirements before replacing paper with a scan. Keep readable digital copies, maintain a separate backup and think carefully about who needs access. With Premium, Conquish can back up household documents to Google Drive.

Build review into your routine rather than treating filing as a project you must finish at once. Keep records connected to unfinished matters together. Use reminders to revisit questions, not to trigger automatic disposal. Where retention requirements are unclear, ask the relevant organisation or a qualified professional.

Choose a manageable place to begin, such as your current insurance paperwork or home maintenance records. A clear folder and a useful note can make the next household task easier to handle.

Start your 30 days of Conquish Premium

Frequently asked questions

Can Conquish back up household documents to Google Drive?

Yes. Conquish can back up household documents to Google Drive on the Premium plan. A separate backup belongs alongside a clear filing routine, not instead of it. Give documents recognisable names, check access settings on the backup location and test that you can find and open saved files. Before discarding any paper original, check whether the relevant organisation still requires it.

Which calendars can Conquish sync with on Premium?

Conquish syncs two-way with Google Calendar and Outlook Calendar on the Premium plan. Alongside your filing routine, a calendar can help you plan time to review paperwork or follow up on an outstanding question. Keep those entries practical and avoid putting unnecessary sensitive details in them. Treat a review date as a prompt to check requirements, rather than an instruction to discard records.

Which household tools are included in the Conquish Free plan?

The Free plan includes tasks, shopping, reminders, calendar and contacts for one user. These tools can support the everyday work around household paperwork: noting what needs attention, remembering a follow-up and keeping relevant contact details to hand. For example, you could set a reminder to ask an insurer about claim records. Keep the reminder focused on the next action, rather than filling it with sensitive information.

How many people can use the Conquish Free plan?

The Conquish Free plan is for one user. It includes tasks, shopping, reminders, calendar and contacts. If you are organising household paperwork, you can use those tools to keep track of your own filing tasks and follow-ups. Separately, agree with your household where important records live and who should have access. Keep passwords and private access details out of any broadly shared document index.

How long is the Conquish Premium free trial?

Conquish offers a 30 day free trial of Premium with no card required. You can use that time to explore how Premium fits your household routine. For paperwork, a useful place to start is its ability to back up household documents to Google Drive. Choose records you have already reviewed, give them clear labels and check that you can find and open your backed-up copies.

Do I need a card to try Conquish Premium?

No card is required for the Conquish Premium trial. Conquish offers a 30 day free trial of Premium, giving you time to explore whether it suits your household. Keep your trial focused on everyday needs, such as organising paperwork or reviewing calendar arrangements. Premium supports household document backups to Google Drive and two-way sync with Google Calendar and Outlook Calendar.

What does Conquish Premium cost per month?

Conquish Premium costs R79 per month. Payments are processed by PayFast. Premium includes two-way sync with Google Calendar and Outlook Calendar, and can back up household documents to Google Drive. When deciding whether it fits your household, consider the routines you want to support. For paperwork, that might mean maintaining a separate backup alongside clear filenames, location notes for originals and regular reviews.

What does Conquish Premium cost per year?

Conquish Premium costs R749 per year. Payments are processed by PayFast. Conquish also offers a 30 day free trial of Premium with no card required. Before choosing a plan, think about how it would fit your everyday household routine. Premium can back up household documents to Google Drive and syncs two-way with Google Calendar and Outlook Calendar, supporting document backup and calendar organisation.