15 Essential Home Documents You Should Keep (And How to Organize Them)

Between closing papers, warranties, tax records, and insurance documents, homeownership generates a lot of paperwork. Here’s what to keep, what to toss, and how to stay organized.

Must-Keep Documents

1. Deed

What it is: Proves you own your property Keep for: Permanently (until you sell) Storage: Physical original in safe place + digital backup

2. Title Insurance Policy

What it is: Protects against ownership disputes Keep for: As long as you own the property Storage: Physical and digital

3. Survey

What it is: Shows property boundaries and dimensions Keep for: Permanently Storage: Useful for fence projects, disputes, and selling

4. Home Inspection Report

What it is: Condition assessment at purchase Keep for: As long as you own the property Storage: Great reference for maintenance priorities

5. Closing Documents

What it is: HUD-1 settlement statement, loan documents Keep for: 7 years after selling (tax purposes) Storage: Digital is fine for most; keep key originals

6. Homeowners Insurance Policy

What it is: Current coverage details Keep for: Current policy + 3 years of old policies Storage: Digital for accessibility

7. Mortgage Documents

What it is: Loan terms, payment info Keep for: Duration of loan + 7 years Storage: Digital backup essential

8. Property Tax Records

What it is: Payment history and assessments Keep for: 7 years Storage: Digital for tax preparation

9. HOA Documents

What it is: Rules, fees, meeting minutes Keep for: Duration of ownership Storage: Current rules accessible; archive old versions

10. Warranties

What it is: Appliance and system coverage Keep for: Until warranty expires Storage: Digital with expiration reminders

11. Appliance Manuals

What it is: Operating instructions, specifications Keep for: As long as you own the appliance Storage: Digital—most are available online

12. Purchase Receipts

What it is: Proof of purchase for warranty claims Keep for: Duration of warranty + possible insurance claims Storage: Digital copies immediately after purchase

13. Home Improvement Records

What it is: Permits, contracts, receipts Keep for: As long as you own + affects cost basis Storage: Essential for selling and taxes

14. Service Records

What it is: HVAC service, repairs, inspections Keep for: 3-5 years minimum Storage: Digital with dates and provider info

15. Utility Account Information

What it is: Account numbers, contact info Keep for: Current info readily accessible Storage: Digital for quick reference

How Long to Keep Documents

Document Type	Retention Period
Tax-related	7 years
Property records	Until sale + 7 years
Warranties	Until expiration
Insurance policies	Current + 3 years
Improvement records	Until sale
Service records	3-5 years
Manuals	While you own item

Best Organization Systems

Option 1: Home Management App (Recommended)

Apps like Dib provide:

• Document storage linked to specific items
• Automatic warranty expiration tracking
• AI extraction of key information
• Search across all documents
• Cloud backup

Option 2: Cloud Storage

Google Drive, Dropbox, or iCloud with organized folders:

Home Documents/
├── Property/
├── Insurance/
├── Appliances/
│   ├── Kitchen/
│   ├── HVAC/
│   └── Laundry/
├── Improvements/
└── Tax Records/

Option 3: Hybrid

Physical originals for critical documents (deed, title) in a fireproof safe, with digital copies of everything in the cloud.

Document Organization Tips

1. Scan immediately — Don’t let paper pile up
2. Name files clearly — Date_Item_Type format
3. Set expiration reminders — Don’t miss warranty coverage
4. Back up regularly — Cloud storage is your friend
5. Review annually — Purge expired documents

Get Started

If you’re starting from scratch:

1. Gather all your current documents
2. Sort into categories (property, appliances, etc.)
3. Scan/photograph everything
4. Upload to your chosen system
5. Set up a routine for new documents

A purpose-built app like Dib makes this process much faster—especially the part where you never have to figure out organization from scratch.