Conquering Chaos: Managing Paperwork is a Key Adulting Skill
The sweetest joy, the wildest woe is love. What the world really needs is more love and less paperwork. ~Pearl Bailey
That said, the reality in adulthood is that there are a handful of papers that you should keep, well, forever. One of the keys to successful adulting is obtaining, securing, and retaining several key original documents, including a birth certificate, social security card, tax returns, medical records, and long-term financial documents. There is another subset of paperwork that must be kept current, if not forever, including identification, insurance, and short-term financial documents. So, while I agree that the world would be a better place with more love and less paperwork, there are a handful of documents that are unavoidable.
Understanding Essential Documents for Adulthood
Birth Certificate Basics
According to the US Census Bureau, approximately 10,800 babies are born each day in the United States, or 1 baby every 9 seconds. These births must be documented. The birth certificate is babies’ first legal document and is used to provide proof of age, citizenship, and identity. The federal government provides the US Standard Certificate of Live Birth, but each state issues their own unique version of the birth certificate.
Students will need their birth certificate to:
Be assigned a social security number
Get a passport
Enroll in school
Apply for a driver’s license or state identification card
Gain employment
If a student does not have a birth certificate, there are a number of options available, ranging from a delayed birth certificate to a letter of no record. Additionally, early records may be acceptable to document birth and establish identity including post-natal medical records, baptism certificates, or early school documents.
Discussions about birth or adoption can be sensitive, but it is important for young adults to engage in these conversations with their families or guardians to ensure they have the necessary documents to navigate adult life. The free resource below provides a guide to taking inventory of common documents needed in adulthood; students think about the location and safe keeping of these documents, as well as any necessary next steps such as locating missing documents or assuming stewardship of their documents from parents or guardians.
Social Security Card
A social security card is required to work legally in the United States and each employee’s social security number is used to record their earnings and social security credits. Most commonly, parents or guardians apply for a social security card upon a child’s birth. It is then possible for a person to update their social security card if they are eventually married, divorced, legally change their name, or have a court order.
It is critical to stress to students the need to protect their social security card and number. First, replacements are limited. An individual may replace their social security card a maximum of 3 times per year, and 10 times per lifetime. Second, and more importantly, social security numbers are prime targets for identity theft. Teach students that they shouldn’t carry their card with them, instead storing it in a safe place and only giving out the number when absolutely necessary. In new or uncertain situations, we as humans are more likely to act on autopilot or to comply with perceived authority figures. It is important that students understand that they can ask - What do you need my social security number for? What are you going to do with it? How is it going to be stored? What happens if I don’t provide it? Is there another way I can confirm my identity?
Managing Important Paperwork
What do I keep and how long do I keep it?
Not every piece of paper needs to be kept. In our information saturated environment, it is easy to end up swimming in a sea of documents. This lesson includes an activity titled How Long Do I Have to Keep This? that challenges students to sort common paperwork into “confirm and toss,” “keep current,” and “keep forever.”
In the “keep forever” category, students will need to maintain their social security card and update it for name changes or changes to citizenship or work status. Securely store old cards or shred them, if necessary. Always keep actual tax returns indefinitely, but for supporting documents, best practice is to retain records for 3 years from the date of the original return or 2 years from the date the tax was paid, whichever is later. Finally, although it is rare to need a paper diploma, it may be required by an employer, an institution of higher education, or for obtaining a foreign visa (plus, students worked hard for it!).
In the "Keep Current" category, teach students to manage their documents as follows: Retain old passports only if they contain a valid visa; in this case, you must travel with both the old and new passports. For driver's licenses, some states may reclaim or holepunch old licenses. When selling or buying a car, transfer the car title to the new owner. Update mortgage statements regularly and keep them for up to 3 years at most. For insurance, retain old policy documents until any outstanding claims are resolved. Once a new will is created, destroy any previous versions. Pay stubs can technically be destroyed once reviewed for accuracy and deposit confirmation, but best practice suggests keeping them for 1 year to compare against W-2 income totals. Finally, maintain loan documents until the loan is fully paid off.
Students should familiarize themselves with the types of documents that can be shredded once a purchase, payment, or deposit has been confirmed. These include receipts, credit card offers, bank statements, expired credit cards, bills or invoices, prescription labels, and deposited checks.
Securely Storing Documents
Original documents should be stored in a home safe (fireproof and waterproof) or a safe deposit box in a bank. Consider putting documents in plastic sleeve protectors and then organizing them in a binder. Students may also want to keep electronic copies that are more easily accessible, but these should be secured, encrypted, and password protected. Once short-term documents are no longer needed, such as receipts, bank statements, and bills, they should be shredded. Shred anything with personal information - including credit card offers and prescription labels. When in doubt, overprotect personal information!
Sharing Information Responsibly
It is important that students understand that once they turn 18, their information and their personal documents belong to them. Part of transitioning to adulthood is deciding how and with whom to share this information. In order to communicate private information to a parent, a partner, a caregiver, or a loved one, the adult student will need to sign a HIPAA authorization (healthcare information), a power of attorney (legal, medical, financial information), or a FERPA release (educational information).
Conclusion: Navigating Adulthood with Effective Document Management
Teaching students the importance of document management equips them with essential skills for navigating adulthood successfully. By understanding which documents to keep and for how long, students can verify their identity, protect their privacy, and secure their future. As they learn to manage their documents effectively, they not only ensure their own well-being but also minimize risks such as identity theft. Moreover, knowing how to safely store and share information empowers students to take charge of their personal information and make informed decisions about their own privacy and autonomy. This foundational knowledge paves the way for a smoother transition into adulthood, allowing students to focus on their passions and relationships, ultimately contributing to a world with more love and less paperwork.
If this topic interests you, please check out this lesson on managing important paperwork, which includes a free “Important Document Scavenger Hunt” Activity that students can use to guide a conversation with their families.
