DOCUMENTS YOU SHOULD KEEP
Certain types of documents can be crucial in claiming benefits or protecting your rights.
Basic Documents to Keep and Why
Tax Returns (Federal and State).
Individuals who file tax returns are should keep copies for six (6) years in case of an IRS audit.
Employment Records (pay stubs, time records, W-2 Forms, contracts, housing info, etc.).
Employment-related documents are important whenever a dispute arises over wages or when applying for government or public benefits, such as Social Security, Disability, Medicaid, unemployment, food stamps, child care. They are also necessary when dealing with the Immigration and Naturalization Service or helping to prove residency. Always make sure to get promises in writing. Whenever someone offers to pay you a certain amount per hour to pay you a bonus, ask them to put it in writing and sign it. Then, if a dispute arises over the agreement, the written and signed agreement will help you prove your claim.
Always keep a list of employers you have worked for, including their names, addresses, telephone numbers, and dates of employment in case you need to contact them later about unpaid wages, taxes, or other matters.
Immigration Documents
Any document received from the Immigration and Naturalization Service should be kept permanently. Copies of all documents mailed to the INS should also be made and kept indefinitely.
Contracts (Consumer, Rental, Lease, Purchase of Vehicle, job).
Any time you sign any type of agreement or contract, you should always keep a copy. If you are not offered one, insist that they give you one. If a problem arises, it is often the terms written in the contract that will determine the outcome. Contracts are usually signed when someone is purchasing or renting a home, buying or leasing an automobile, purchasing a service contract for any tool or appliance, and when someone accepts certain types of jobs.
Warranties and Receipts
Always keep a copy of any warranty and receipt for any purchase either until the warranty period has expired. Listed in the warranty are any available remedies, as well as who to contact for a refund, repair or replacement.
Documents related to Public Benefits
Whenever you apply for or receive public benefits, always keep any documents which you receive relating to those benefits. Examples include documents from the Social Security Administration (for retirement or disability benefits), Selective Service, Medicaid, Medicare, Family Independence Agency (F.I.A.), etc. If you are ever denied benefits, or there is a question, the documents which you have kept may help preserve your rights and get your benefits.
Medical Records
Any documents related to your health, whether they be from a clinic, hospital, or your doctor, including diagnosis, payment, treatment, etc., should be kept. Keeping these documents can help determine where and when you were treated, by whom, and the reason for the treatment.
School Records
School records are useful when proving residency. A parent should place school records in a file and keep them until the child graduates from high school. Often, these records will prove useful when applying for college or for immigration benefits.
Military and Selective Service Records
If you receive documents relating to the Selective Service or if you served in any branch of the Armed Forces, always keep documents which can prove that you registered or that you served. Sometimes those who served in the military are eligible for certain types of benefits such as college loans and health care services. If you are a Legal Permanent Resident, you may need a copy of your registration letter from the Selective Service in order to become a U.S. citizen.
Titles to Vehicles
Always keep the title to your vehicle, since it proves who is the real owner. Do not store the title in the vehicle, since it could easily be stolen. It is better to keep the vehicle title in a lock box, fire-proof safe, or other filing system.
Birth, Marriage, Divorce, Death Certificates
Never destroy certificates relating to the birth, marriage, divorce or death of anyone. They are necessary when applying for benefits (such as a death certificate when applying for life insurance benefits). A copy of your divorce decree can prove that you are legally divorced and therefore free to remarry. Marriage, birth, and divorce certificates are essential to adjusting one’s status to a Legal Permanent Resident or U.S. citizen.
Money Order Receipts
Whenever you send a money order, keep the receipt in a safe place in case the money order is lost or stolen. With the receipt, it is usually possible to get your money refunded. This is not an exhaustive list of legally-required documents. Use common sense and, when in doubt, put copies of documents in marked envelopes or file folders and put them where they can be found.
To locate free or low cost legal assistance:
Visit the Michiganlegalaid.org home page and search for local
assistance by entering your zip code in the box marked “Find a lawyer,
organization or related service to help you with your problem.” or
Look under "attorneys" in the yellow pages to find your local legal aid office, or
Contact the Michigan State Bar Lawyer Referral Service at (800) 968- 0738.
Persons age 60 or older, regardless of their income, may be able to
receive free advice from the Legal Hotline for Michigan Seniors by
calling (800) 347-5297.
This article is provided by Farmworker Legal Services