Author Topic: Basic housekeeping questions (Paperwork, statements, etc)  (Read 2433 times)

FIREdancer

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Basic housekeeping questions (Paperwork, statements, etc)
« on: August 10, 2016, 10:56:06 AM »
1. Are there any reasons to keep old retirement/investment account paper statements?

My parents are cleaning out papers and are wondering how much they need to keep.  It's generally recommended to keep stuff for 6 or 7 years for tax purposes, right?  But longer than that is there any other reason (tax-related or otherwise) to keep statements?

The only thing I can think of would be for Roth IRAs if you wanted to take contributions out before 59 1/2 without the 10% penalty to prove how much you contributed.

2.  More broadly, what do you all keep filed away in terms of statements, bills, etc.?  And what do you toss out?  Of course much is online these days, but I'm just wondering what all you efficient and organized Mustachians do with your paperwork.

chesebert

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Re: Basic housekeeping questions
« Reply #1 on: August 10, 2016, 10:58:20 AM »
I scan all my statements and save them in cloud. I do not keep paper copies. Also, you can't rely on institutions to keep record for you as each has its own data retention policy.

HAFMAC

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #2 on: August 10, 2016, 12:33:46 PM »
I don't think you need statements going back further than six years.  That said, I also use cloud storage and just scan statements.  The only exception to that is any record/receipts of improvements (not repairs) to a home.  They get added to your basis.  While for most people home gains are tax free, if you have gains in excess of 250k for singles and 500k for a married couple, you want to make sure you can prove up this added tax basis from improvements.

seattlecyclone

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #3 on: August 10, 2016, 07:51:23 PM »
Scanned documents are generally just as good as paper copies. There are a few things that you might want to keep around indefinitely:

1) For investments in taxable accounts where your brokerage doesn't have to track the cost basis for you (generally shares that you bought prior to 2011, but there are exceptions), keep statements showing the purchase price until you sell the shares, and for a few years afterwards in case you get audited.

2) Keep records of money you put into your post-tax retirement accounts. If you ever decide to take early Roth distributions, you'll need this documentation to prove what fraction of your IRA balance comes from contributions vs. conversions vs. earnings. For IRA contributions your brokerage will send you a Form 5498 after tax season. For Roth 401(k) contributions those amounts will be shown in box 12 of your W-2 with code "AA". You'll be reporting any Roth conversions on Form 8606, so keep your tax returns from years when you do this.

3) If you have an HSA, keep your medical bills for any procedures you have after you open the HSA. When you make withdrawals you'll need to show that your medical expenses were at least as high as the amount you withdraw, and you could conceivably need to show that those expenses were not claimed for HSA withdrawals in a previous year.

There are probably other types of documentation worth keeping forever, but these are the ones that I personally plan to need.

FIREdancer

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #4 on: August 11, 2016, 07:55:31 AM »
Thanks for the advice everyone!

HAFMAC and chesebert and anyone else who saves to the cloud: what service do you recommend, and do you worry about the security of your sensitive information being in cloud storage?

meerkat

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #5 on: August 11, 2016, 08:30:24 AM »
3) If you have an HSA, keep your medical bills for any procedures you have after you open the HSA.

If I'm withdrawing the money for a medical bill immediately (usually I use my HSA card directly to pay my bill) do I need to keep the receipt beyond the next tax season? Or should I keep it for the life of the HSA?

FIREdancer

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #6 on: August 11, 2016, 09:53:44 AM »
3) If you have an HSA, keep your medical bills for any procedures you have after you open the HSA.

If I'm withdrawing the money for a medical bill immediately (usually I use my HSA card directly to pay my bill) do I need to keep the receipt beyond the next tax season? Or should I keep it for the life of the HSA?

I think you can be audited up to 6 years later, so I think you would want to keep that documentation at least that long.

seattlecyclone

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #7 on: August 11, 2016, 12:15:22 PM »
3) If you have an HSA, keep your medical bills for any procedures you have after you open the HSA.

If I'm withdrawing the money for a medical bill immediately (usually I use my HSA card directly to pay my bill) do I need to keep the receipt beyond the next tax season? Or should I keep it for the life of the HSA?


What matters is that you can show that the expenses you are counting against this year's HSA withdrawals weren't also counted against a previous year's HSA withdrawals. If your medical bill is from this year, it couldn't possibly be counted against last year's HSA withdrawals, so this isn't an issue. Once you start saving up your medical bills to count against HSA withdrawals several years in the future (which you should do if you can max out your retirement accounts!), you'll do well to keep all HSA-related records going back to the oldest medical bill you haven't yet "reimbursed" from the HSA.

Spork

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #8 on: August 11, 2016, 03:06:47 PM »
Thanks for the advice everyone!

HAFMAC and chesebert and anyone else who saves to the cloud: what service do you recommend, and do you worry about the security of your sensitive information being in cloud storage?

I would absolutely worry about the security in 2 ways:
1.  encrypt the crap out of it before you store it.  Do not rely on the cloud service to encrypt it. 
2.  I would worry more about the data actually being around 10 years from now.  More than a few cloud services have evaporated.  Some of them with very little notice.  If you're worried about the data retention policies of various institutions (of which you are a paying customer) then you should worry more about the data retention policies of cloud service providers.  If you're getting cloud storage for free: worry more.

My personal methods (which are surely not the only right way to do things):
* store it locally
* use strong encryption
* regular, automated backups.  (I do 3x a week.)
* regular off site backup copies  (I do 3x a year.)

Travis

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Re: Basic housekeeping questions (Paperwork, statements, etc)
« Reply #9 on: August 11, 2016, 07:00:34 PM »
Thanks for the advice everyone!

HAFMAC and chesebert and anyone else who saves to the cloud: what service do you recommend, and do you worry about the security of your sensitive information being in cloud storage?

I would absolutely worry about the security in 2 ways:
1.  encrypt the crap out of it before you store it.  Do not rely on the cloud service to encrypt it. 
2.  I would worry more about the data actually being around 10 years from now.  More than a few cloud services have evaporated.  Some of them with very little notice.  If you're worried about the data retention policies of various institutions (of which you are a paying customer) then you should worry more about the data retention policies of cloud service providers.  If you're getting cloud storage for free: worry more.

My personal methods (which are surely not the only right way to do things):
* store it locally
* use strong encryption
* regular, automated backups.  (I do 3x a week.)
* regular off site backup copies  (I do 3x a year.)

I keep all my data on combinations of physical media and cloud storage so if one system fails I've got a backup.  For record keeping, I move every 2-4 years and maintain the following:

Tax records - 7 years
Key investment records (not monthly statements) - indefinitely
Utility bills - 1-2 years. If I move then I keep a single statement for one year just in case.
Medical records - indefinitely