How to Organize Important Documents at Home Before Moving Within Philadelphia

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A big part of any move is dealing with and sorting out paper. First, you have to sort out your stuff and then find novel ways to store it in your future home. Documentation is no unimportant matter, which is why learning about how to organize important documents at home prior to moving, as well as filing them, will help you tons both with the move and generally – in life.

How to Organize Important Documents at Home When Getting Ready to Move the Right Way?

There is no time like a move to make you realize how important organizational skills are. Proper organization will get you to move efficiently and effectively, and not forget to do any of your tasks. An important preparational step of a move is thus to get a handle on all of your documentation – so make sure you learn how to organize important papers and write that down at the top of your moving to-do list. While indeed, you’ll need some of your docs to move, some – you won’t. Whether you do or don’t – you don’t want to lose them, so make sure to sort them out and store them properly.

Gather All Your Paperwork in One Place and Sort It Out

Once you start moving large items as well as packing fragile ones, you’ll be able to spot papers everywhere in your house. Aside from packing books, you’ll have to deal with all of your bills, records, certificates, legal documentation, mail, and diplomas. And once they are all on one pile, it is time to sort them out. The first thing you’ll want is to separate paperwork you still require from that which you don’t.

A person looking for organizational help from Philly movers
Don’t drown in your documentation – start organizing it

Before Organizing Important Documents, Know the Chief Categories of Paperwork and Records

It can be hard to know which documentation you should keep (and for how long) and which to throw away. Some stuff you’ll have to keep longer and for others, the choice will be yours. While we know documentation is crucial in the modern world, we also suggest you don’t hoard it endlessly. We recommend you keep the following categories of documentation in mind as important ones and prioritize relocating these to your new Philadelphia neighborhood apartment:

  • Personal records – You’ll want to have each household member’s birth certificates, wills, marriage and divorce papers, social security cards, personal IDs, passports, driver’s licenses, and the similar on your first pile.
  • Medical records – First, you’ll collect the health check reports, blood counts, EKGs, X-rays; next, collect medical bills and insurance policies; and finally, you’ll want to collect your prescriptions. While you can throw away medical bills, you never know when your health reports will come in handy.
  • Property records – Whether you are renting, selling, or own insurance on valuable objects or real estate, take them with you.
  • Educational records – Pile up all the diplomas and degrees you are keeping. Take language course certificates and diplomas from competitions as well.
  • Mail – Whether it’s personal, professional mail, or even postcards, bring them with you;
  • Your tax file and other tax-related documentation – Reports containing information for calculating your income and other taxes should be on you as well.
  • Financial records – Don’t forget about your bank statements, credit and debit cards, and other financial reports. Any type of tax file and bank statements you should hold on to for at least three years.
  • Utility bills – Anything from electricity bills to gas, water, and garbage bills, to phone, internet, and cable should be on this pile. You don’t have to keep utility bills for more than a year. Even though you are moving, have at least the final few months’ paid bills on you, just in case.
A person filing before movers in Philadelphia move her
Gather documentation for each family member that is relocating and categorize it

The Best Way to Deal With Documentation You No Longer Need

Whether papers are no longer valid, are outdated, or just simply unimportant, there’s no reason you should be dragging them around town. Trust us – making sure that you are not carrying old documentation into the next chapter of your life is definitely a thing you’ll want to do before you move. However, discarding paperwork involves some privacy concerns, so you should be extra careful with how you handle this task.

Shred Your Papers Before Throwing Them Away

A little moving hack we have for you is to shred up unwanted paper. As mentioned, personal paperwork may store a lot of sensitive information. Even if the information on it is no longer true or relevant, you still wouldn’t want someone having access to it. This is why we propose you destroy i.e. shred all those things you don’t want to move. And yes, if you haven’t packed your candles just yet, you can burn them as well. However, it is more dangerous and less elegant, so we recommend skipping it.

In case you don’t own a shredding machine, see if your office owns one, or maybe even a friend or family member. If throwing away papers is making you anxious and you want to overcome this type of stressor, check out the following video to learn the 101 of reducing the documentation in your residence:

How to Organize Documents?

Now that your pile is made up only of things that you should have, you can get to the organizational phase. Since each of these is a key file for you as a legal being, you have to have them thoroughly organized and wisely stored. After all, there is a reason you are keeping them and don’t want to lose this stuff. Some items you’ll have to have close by – like those that require immediate action, or those you’ll have to have so that you are able to move to a new residence in the West Philadelphia neighborhood. Others you won’t use as often, so we’ll teach you how to store them.

What Is the Best Way to Organize Important Documents That Require Action?

Anything from parking tickets to a receipt for dry cleaning that you have to deal with in the near future must be located in one place. You don’t want to forget to take care of any of the tasks concerning these bills and receipts. Our tip is to keep all of these in a visible spot.

We know that a move, especially when you have to pack to relocate in a hurry, can turn your entire house upside down. However, try to keep these either in a place where you can see them or in a closed box in your hallway cabinet, for example. If this stuff is close at hand (or in your field of vision), it’ll make it much harder for you to forget about them. Putting envelopes on a corkscrew board might also not be a bad idea.

Keep the Documentation Related to Moving in a Separate File

You will surely have a bunch of documentation you’ll need to make the move possible. The main ones you should always have on hand are proof of identity, proof of address (also, don’t forget to change your address in a timely manner), proof of funds, and sometimes even a proof of deposit as well as the contract. You’ll want to put all of these in a binder, as it allows good planning, and you’ll be able to take it anywhere you have to – to a lawyer or a landlord. Preferably, you’ll want to buy a binder made up of translucent plastic folders for easy access and perfect structure.

A binder full of documents
Binders are your best friends when it comes to filing.

How to Store Important Documents at Home?

Now that we’ve covered the requirements of docs you have to actively deal with, let’s cover those that are not used as often. As you are preparing for a move, now is the time for you to think of the main area in your future residence where you’ll keep documentation. Another important thing to note is that documentation is one of the items most movers won’t move due to its sensitive and personal nature. So just be prepared that, before you store your stuff in your new organizational ranks, you’ll have to keep track of their packing, transportation, and unpacking.

Where to Store Important Documents at Home?

If you don’t manage to think of a place for your documentation prior to moving in, it might become a thing to do after you move. The storage of documentation will generally severely vary depending on your preferred organizational methods, as well as on the design of your new apartment. In the place you are soon to leave, you might have a known tried and tested spot for your files – a binder or shelf for your stuff. If you require more ideas on how to deal with it in your new place, we have a few storage recommendations:

  • Binders,
  • Desk and built-in shelves,
  • Filing cabinets,
  • Plastic, metal, and wooden containers,
  • Accordion organizers,
  • Wall organizers and cork boards,
  • Letter tray organizers.
A man keeping all his moving plans on a cork board
Find the best way of organizing documentation that works for you

What is the Best Way to Organize Paperwork at Home? Consider Going Digital

Truth be told, you don’t have to have your paper in that exact, material form either. Before you pack up your computer, consider digitizing your documentation. There is a reason the world is increasingly transferring to the cyber world – it’s easy, convenient, and cheap. To start the process, you’ll first want to go to one of the best places for documentation scanning in Philly and scan your files there. After that, place them on a USB device, which you will plug into your PC. Then, all you have to do is put everything in adequate folders, and voila – you’re done.

Double up on Ways of Digitally Storing Your Documentation

It’s always safer to store documentation on multiple digital storage devices – both online and offline ones. We recommend that you buy a storage hard drive to keep your items there, as well as to pay for more space on online storage sites with good privacy policies.

If you haven’t realized it till now (and we’re sure that after packing electronics, it’s become painfully visible) – the digital and the ”real” world have never been more enmeshed. While this does bring new and different concerns regarding properly storing and keeping your documentation safe, it also means that this way, you’ll always be able to reach your stuff. We guess you just have to take the good part of enormous accessibility with its worse sides.

How Do I Keep Important Documents on the Home Computer? Ensure Your Storage and Cloud Account Are Protected

A final important bullet point when it comes to learning how to keep important documents organized, especially in digital and online spaces, is to always beware of potential privacy breaches. When it comes to cloud and computer storage, we have a few tips that will help you sleep better at night, knowing that no one is able to reach your stuff:

  • Always clear out recycle bins – Recycle bins are a thing of both online and offline storage devices. If you forget about them, you might think you’ve deleted a document, while actually, it’s just hanging around in forgotten folders, ready to be taken if a hacker tries to steal your account.
  • Know which accounts and applications are connected – The more connections exist between your accounts, the more vulnerable all of them are, because if somebody cracks one – they’ll get access to all of them. Try not to exchange safety for convenience, or at least know which apps are connected.
  • Create a strong password and use two-factor authentication – Long, secret, and creative passwords will keep your stuff safe. If two-factor authentication is possible, and nowadays it often is, set it up as well. This way, even if someone knows your username and password, they won’t be able to take your storage down.
  • Sign out from all accounts when not using them – Last but not least, log out of each account when you are done with it. Additionally, don’t let your devices keep your passwords and usernames visible. If someone manages to steal your device, they’ll have only two steps to all your information.
A woman sitting at a computer before a Philadelphia moving company relocates her
Don’t think that, just because your documentation has been digitalized, you don’t have to consider privacy

Hire a Philadelphia Moving Company if You Want to Avoid Potential Moving Mistakes and Stressors

Even a local move can be hard because there are a lot of things you have to keep track of. Not only do you have to face unheard-of physical ventures such as moving a piano, but you also have to look at your relocation expenses and say goodbye to everyone. With so many difficult tasks, you’ll want someone to help you pack up your dishes or assist you to pack furniture so that you can enjoy the going away party. And you won’t even have to spend precious hours scouting moving companies in Philadelphia since you are already reading the blog of the best Philly movers.

Our movers in Philadelphia, PA are true professionals when it comes to their job. They provide the best residential moving solutions, as well as commercial moving services if you need someone you can trust to relocate your office furniture, machines, and organizers. If you only lack manpower, we provide great labor-only services as well. And for assistance regarding moving and storage in Philadelphia, we provide in- and-out-of storage moving services in Philadelphia that are unmatched by any one of the Philadelphia moving companies. That’s why we urge you to contact us today and obtain your free estimate. We are available by phone and email and are eagerly waiting for your questions!