Family Permanent File
 Do you know where all of your important documents are?
A Family Permanent File is a record of all of your important documents. Having all your important documents in one file not only saves you time when you need to locate one of these items, but it also helps any family members trying to assist you or trying to settle your affairs.
The problem with keeping all these paper documents in one file is that you use these documents to carry on your personal affairs and they may not always make it back into the Family Permanent File.
How to Start
Start by collecting all of your important documents. Refer to our list of documents below, but keep in mind that our list is not all-inclusive. Include any special documents you feel should be archived. Be sure to include pictures of valuable items and property which cannot be adequately documented in writing. If you have the appropriate equipment, you should scan your documents into Adobe format, and copy to a CD or portable USB storage device.
If you do not have access to the appropriate equipment, you may deliver your documents to our office for our processing. For a nominal fee of $100, we will create your Family Permanent File on CD-ROM for you.
Note that AFS Family Office clients also have 24/7 access to secure personal electronic vaults from our website – where scanned permanent documents are always available for your safe retrieval.
The CD or other storage device will keep all of your important documents in one place. Your complete inventory can be easily located whenever needed. We can also provide an additional copy to give to your designee to assist you in the event of your incapacity or death.
Although this CD will not serve as a replacement for the original legal documents, it will tell your designee what documents and information actually exist and where to locate them. This will make your designee’s job easier.
Your CD should be stored in a safe place. We recommend that you keep one copy at home and one copy off site (for example: with a designee or in a safe deposit box).
What to include in your permanent file
Personal Documents:
• Birth Certificates
• Social Security Cards
• Marriage Certificate & Agreements
• Divorce Documents
• Military Discharge Papers
• Religious Certificates
• Will – Living Will – Advanced Directive
• Trust Agreements
• Durable Power of Attorney
• Healthcare Proxy
• Employee Benefit Brochures
• Personal Financial Statement
Property Owned:
• Insurance Policies (life, health, disability, home, auto, umbrella)
• Deeds & Leases
• Year-End Brokerage Statements
• Annuity contracts
• Copies of previous 3 years’ tax returns
 Designation and Other Information:
• Executor’s Name and Contact Information
• CPA’s Name and Contact Information
• Attorney’s Name and Contact Information
• Insurance Agent’s Name and Contact Info
• Investment Advisor’s Name and Contact info
• Funeral Information “My Last Wishes”
• Home Safe Combination
• Location of Safe Deposit Box & Key
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