Paper vs. Digital Originals: What to Keep & Where

Why this matters

Some documents must exist on paper to have legal effect; others are fine as scans. A clear rule set keeps you from over-saving (clutter) or under-saving (roadblocks later). Family Harbor helps you categorize, scan, name, and store the right version in the right place—inside your own Google Drive.

Quick rule of thumb

If a document creates or proves legal authority/ownership/identity, keep the paper original (and scan it).

If a document is evidence or reference (statements, summaries, most correspondence), a good scan is usually enough.

Keep the original paper (and make a scan)

Estate planning core: signed Will (wet ink), Trust (full instrument), Powers of Attorney (financial/health), Advance Directive, HIPAA release.

Notes: Courts, banks, and hospitals often require originals or attorney-certified copies. Ask your attorney before relying on scans.

Vital records: Birth, Marriage, Death certificates (order certified copies from Vital Records), Name change, Adoption decrees.

Tip: Keep several certified copies of a death certificate for later claims (many families use 5–10).

Identity & status: Passport, Social Security card, Naturalization/Citizenship papers, Military service records (e.g., DD-214).

Property & title: Real estate deed (original signed deed is recorded; keep your stamped/recorded copy), Vehicle title (pink slip), Loan satisfactions if provided, Stock/bond certificates (rare now, but originals matter if you have them).

Court orders & official letters: Guardianship orders, conservatorship, probate letters, name change orders.

Select tax and basis proof: Closing disclosures, major home improvement receipts, large asset purchase records.

Digital copy is usually fine (paper optional)

Financial statements: bank, brokerage, retirement, credit card, mortgage, 1099/1098.

Insurance: policy PDFs, EOBs, declaration pages (car/home/umbrella/health).

Beneficiary confirmations from institutions (keep the PDF/letter; originals not required).

Medical summaries and non-vital clinical records.

Bills and subscriptions (utility, phone, internet).

Everyday correspondence and confirmations.

Keep tax returns and supporting docs for at least 3–7 years (longer if basis tracking or special situations). Scans are acceptable to the IRS if legible and complete.

Where to store paper originals

At home: fire- and water-resistant safe (rated 1-hour+ at 1700°F). Store will/trust, POAs, passports, titles, vital records, DD-214.

Safe deposit box: fine for valuables and some originals, but plan access (your executor/agent may need box access authority; banks can freeze boxes at death).

With your attorney: some firms can hold the original will/trust; you keep copies plus scan.

Create a simple “Originals Inventory” sheet (who has what, where it lives, and who can open it). Family Harbor includes a place for this note at the top of your Drive vault.

Where to store digital copies

Google Drive (your cloud): save scans/PDFs in your Family Harbor folder structure (e.g., Legal, Vital Records, Financial). Use Restricted sharing and named people only.

Password manager: store logins and 2FA codes here, not in Drive; enable Emergency Access for your trusted person.

Extra protection (optional): for highly sensitive scans, use an encrypted ZIP or a password-protected PDF placed in Drive, and share the password verbally.

Do not store live passwords in Google Drive.

Scanning and naming (fast and clean)

Use a flatbed scanner or a good phone scanner app (300 dpi, PDF).

Scan the entire document, including signature and notary pages; for wills/trusts, scan the whole instrument.

Name files so they sort well: YYYY-MM-DD_Type_Name_ShortDescription.pdf

Examples: 2020-06-15_Will_JaneDoe_signed.pdf, 2019-05-01_Deed_123Maple_Recorded.pdf, 2024-01-15_Passport_JaneDoe_scan.pdf

Redact sensitive numbers in statement PDFs you plan to share (mask all but last 4 digits). Keep an un-redacted version in your private area.

Family Harbor provides naming tips and a ready-made place for both redacted (shareable) and private versions.

How many certified copies to order (common ranges)

Death certificates: 5–10 (life insurance, banks, title/real estate, pension/benefits, vehicle title, some brokerages).

Marriage certificate: 1–2 (name change, benefits).

Court letters (e.g., Letters Testamentary/Administration): often multiple certified copies during estate work (ask your attorney).

POA copies: some banks request their own certified/attorney-certified copy.

Needs vary by state/institution; when in doubt, ask the institution what they require before ordering extras.

Special notes and edge cases

Real estate deed: the official proof is the recorded deed at the county; your stamped copy is for your records.

Vehicle title: the paper title is typically required for transfer; if lost, request a replacement from the DMV before you need it.

Trusts: many tasks accept a Certification/Abstract of Trust instead of the full document; still keep the full original.

Electronic wills/online notarization: laws vary by state and by institution acceptance—consult your attorney before relying on e-only formats.

Stock certificates: if you still hold paper, treat them like cash; many brokers can help dematerialize into book-entry.

A quick decision flow you can use

Does this document create/prove legal authority, identity, or ownership?

Yes → keep original paper and scan it.

No → high-quality scan is fine; discard paper if you prefer.

Will an institution need a certified copy?

If yes, order ahead (vital records, court letters).

Where will it live?

Paper → safe/safe-deposit/attorney; log location in your Originals Inventory.

Digital → Drive (right folder, clean name), share only as needed.

Who needs to see it now vs later?

Set Viewer/Editor access per your Access Map.

This guide is educational, not legal advice. Requirements vary by state and institution; when in doubt, confirm with your attorney or the requesting institution.