Documents
How to organise documents and keep track of important dates
A practical system for policies, contracts and certificates: clear file names, a reliable place to store them and reminders tied to the next action.
An important document tends to be needed when there is little time to look for it. The file may be in a chat, its photo among hundreds of pictures and its renewal date in an email you have already read. Start with five documents you use regularly instead of trying to reorganise your entire archive.
Make a short inventory
Write down the document’s name, the location of its original and the next action it requires. A contract might need a review, a policy an expiry check and a certificate preparation before submission. When a document has no expiry date, do not invent one. Leave it unset and schedule a separate review if useful.
- Document: a clear name without unnecessary personal information.
- Original: the specific folder, drawer or storage location.
- File: a readable copy you have opened and checked after saving.
- Next action: what needs to happen and by when.
Choose names you will understand next year
A name such as “Contract — broadband — 2026-10” is more useful than “scan_004”. Choose a consistent order for the words. Passport numbers, bank details and other sensitive information do not belong in the name: it may appear in notifications or screen sharing. Avoid putting extra copies in publicly shared folders.
Separate the expiry date from the action date
A document that expires on 30 November may need attention earlier. Save the actual date printed on it and choose a reminder that gives you time to prepare. “Check the next policy’s terms” gives you a clearer next step than “Insurance”. The amount of preparation time should match your circumstances.
Review the near future once a month
Spend ten minutes looking at approaching dates. After renewing a document, replace the file, check the new date and remove an outdated reminder. KeepExpiry lets you save a record, attach a document and configure a reminder. Test a reminder on your phone after the first setup: a date in a record alone does not prove that a notification will be visible with your device’s current settings.
The most useful first step is one document today. Save it so that tomorrow you can find it without searching several apps. Once that arrangement feels comfortable, add the rest.
Updated: 7 October 2026