Keeping good records

Keep it simple

A system you will actually use beats a perfect one you will not. One folder for each topic, clearly named, is often enough.

Name and date things

Use file names that say what the item is and when it is from. A scan called "scan0023" tells you nothing a year from now.

Records worth keeping

Which records matter depends on your situation and on local rules. Commonly kept items include:

• Signed agreements and any later changes
• Important letters and notices
• Proof of payments and receipts
• Key messages that confirm a decision

Back up and protect

Keep a second copy somewhere separate from the first. Protect sensitive files with a strong password, and tell a trusted person where important papers are kept.

Know how long to keep things

Some documents should be kept for a set period, and the period varies by place and by type of record. Check local guidance or ask a qualified adviser before discarding anything important.