Don't Lose Your Documents

Unlike many people, I am somewhat of a pack rat when it comes to keeping documents like manuals, forms, records, and receipts. While I can go too far (such as my recent discovery of an instruction manual for an electronic device that was relegated to the trash heap ages ago), I cannot stress enough how important it is to keep certain documents, particularly in this time of heightened security and background checks. And if you don't lose your documents, you won't have the hassle of getting them replaced and in the case of some documents, like misplaced licenses, you won't have to pay to get them replaced.

Please note that, when I advise you to keep your documents, I do not mean in an old shoebox, I mean in a safe, sturdy, easily accessible place.

Keep Your Personal Records

• Birth certificate (for yourself and your children).

• Baptismal or conversion certificate(s) (if applicable).

• Marriage certificate (and if necessary, divorce certificate – you may not want to have anything to do with the person again, but you may need to prove a name change).

• Citizenship papers (if applicable).

• Social Security (US) or Social Insurance (Canada) card.

• Current passport (especially if you are considering working abroad). If you are interested in working abroad, you may also want to investigate whether you can obtain dual citizenship: US/Canada, US/European Union, Canada/European Union, etc.

Keep Your Financial Records

• Investment certificates, bonds, and/or retirement savings plans.

• Mortgage papers or rental agreements.

• Bank accounts.

Keep Your Educational Documents

• All degrees and/or diplomas.

• Transcripts for degrees/diplomas – to show the courses you took, especially if you are looking to specialize in a particular area. (However, if your marks are terrible, you may not want to collect these.)

• Certificates, e.g., for specialty certifications, current ACLS, post-RN courses.

• Active, practicing license(s).

Keep Health Records and Documents

• Health insurance cards.

• Dental insurance cards.

• Immunization records.

Keep Your Insurance Documents

• All vehicles (e.g., car, boat, recreational vehicle).

• Home and/or cottage and/or property.

• Life.

• Pet.

• Travel.

Most people are quite good about keeping the above items, but regard employment records as far less important.

Why Keep Employment Records?

We often forget details of past jobs. We live in a very mobile society and having these documents will make any relocation, whether voluntary or forced (e.g., due to a spouse's relocation), easier. Having all your documents will help you to construct a resume, whether you want to apply for a promotion or for a new job. Also, hospital regulations about providing references change, so if you can get a reference before you leave, do so! With these considerations in mind, here are things not to lose, dispose of, allow to blow or float away, or let the dog eat.

• Written references for each healthcare job (or at least written performance evaluations).

• A record of your dates (month/year) of employment and the hospital/agency/institution for which you worked. You may find it easiest to obtain official employment certificates, showing employer, dates, and hours worked.

• Contact details for each hospital at which you have worked, including for the HR department.

• A record of the names of your manager/supervisor at each job.

• Details of each hospital's size; details about each unit on which you worked or the department in which you worked.

• Appreciation letters from hospitals, patients, or organizations.

Keeping your documents and your options open will make your life easier. And if you are planning a move, see our article I Never Knew I Knew So Many People, which will remind you of some of the preparations you'll need to make for your next move.

Don't Lose Your Documents

Why Keep Employment Records?

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Cynthia M Piccolo

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