Your Family Organization Checklist: Top 9 Things to Have Ready to Share

Life moves fast, and the moments when you need important information most are rarely the ones when you have time to search for it. Whether you’re rushing to the ER, coordinating care for aging parents, or just trying to get through tax season without the annual document hunt, having essential information organized and shareable can transform stress into confidence.

This checklist covers the most critical information every family should have ready to access and share. Think of it as your family’s operational blueprint—because being organized isn’t about perfection, it’s about being ready for real life.

1. “What information do I need for an emergency room visit?”

Medical emergencies don’t wait for convenient timing. When you’re focused on getting care, the last thing you want is to struggle remembering medication names or surgery dates.

Have ready:

• Current medication lists for each family member (including dosages and prescribing doctors)
• Allergy and adverse reaction information
• Medical history summaries including chronic conditions, past surgeries, and hospitalizations
• Health insurance cards and policy numbers
• Emergency contacts and preferred hospital information
• Living will, healthcare power of attorney, and POLST form (Physician Orders for Life-Sustaining Treatment) if you have one

Having these documents organized means you can share accurate information with medical staff instantly, potentially improving care outcomes. In Quicken LifeHub, you can store these in the Medical Records smart folder and share it with your spouse or anyone else who might need that info for your kids, for your parents, or even for you in case of an emergency.

2. “What should I share with a new caregiver or nanny?”

Whether you’re caring for children, aging parents, or anyone else, finding the right caregiver is just the first step. Setting them up for success means providing comprehensive information about your loved one’s needs, preferences, and routines.

Have ready:

• Daily medication schedules with special instructions
• Doctor contact information and appointment schedules
• Dietary restrictions and meal preferences
• Daily routine preferences (wake times, activities they enjoy, nap schedules)
• Emergency procedures specific to their conditions
• Insurance information for medical equipment or supplies
• Behavioral triggers or calming strategies
• Physical therapy or exercise routines

Caregivers do their best work when they understand the whole person, not just the medical needs. With LifeHub, you can create a dedicated folder for caregiver information and grant view-only access, updating it as needs change without having to reprint and redistribute paper copies.

3. “What should both spouses have access to?”

Too often, one spouse handles certain aspects of family life while the other manages different areas. But life doesn’t always go according to plan.

Have ready:

• All bank account numbers, login credentials, and contact information
• Investment and retirement account details
• Monthly bill list with account numbers and due dates
• Insurance policies (life, health, auto, home) with agent contacts
• Tax preparer information and prior year returns
• Employer HR contacts and benefit information
• Children’s school and activity contacts
• Home maintenance contacts (plumber, electrician, HVAC)

When both partners can access this information, either can step in seamlessly during illness, travel, or emergency. LifeHub lets you organize these by category and share specific folders with your spouse while keeping other information private.

4. “What do I need ready for tax preparation?”

Tax season becomes less stressful when you’re not scrambling for documents in March.

Have ready:

• Prior year tax returns
• Tax preparer contact information

Organizing tax documents means a smoother filing process and potentially better deductions. LifeHub keeps your documents ready, and you can securely share access with your tax preparer when needed.

Want a deeper dive? Tax Prep Checklist: Here’s What You’ll Need.

5. “What do I need if my wallet is stolen while traveling?”

A stolen wallet on vacation can derail your entire trip—unless you’re prepared.

Have ready:

• Photos of all credit and debit cards (front and back)
• Bank customer service numbers
• Passport copies
• Driver’s license copies
• Travel insurance policy information
• Emergency contact numbers that aren’t stored only in your phone

Having digital copies accessible from any device means you can quickly cancel cards and arrange replacements. With LifeHub, you can access these documents from any web browser or mobile device, even if your phone is also stolen.

6. “What information do I need ready for a natural disaster evacuation?”

When evacuation orders come, you have minutes, not hours, to gather what you need. While you’re grabbing clothes and emergency supplies, LifeHub keeps your digital necessities ready to go.

Have ready:

• Home insurance policies and agent contacts
• Home inventory documentation or video walkthrough
• Mortgage/lease documents
• Birth certificates and social security cards (copies)
• Pet vaccination records and registration
• Medical prescriptions and doctor contacts
• Financial account information

Digital copies stored in LifeHub remain safe even if physical documents are destroyed. You can access them from any evacuation location to file claims or prove your identity.

Want to create a family evacuation plan? Your 2025 Guide to Evacuation Plans (with Template).

7. “What should I organize before having a baby?”

Preparing for a baby means more than decorating the nursery. Getting paperwork in order now saves stress later.

Have ready:

• Health insurance policy details and deductible status
• Short-term disability insurance information
• Employer parental leave policies
• Life insurance policies (time to increase coverage?)
• Will and guardian designation documents
• Flexible spending account information
• Pediatrician selection and contact information
• Hospital pre-registration paperwork

Having these organized means less scrambling during those sleep-deprived early weeks. LifeHub helps you create a dedicated folder for baby-related documents that grows with your family’s needs.

8. “What do I need for my child’s school enrollment?”

School registration often requires more documentation than parents expect.

Have ready:

• Birth certificates
• Immunization records
• Proof of residency (utility bills, lease agreements)
• Previous school records/transcripts
• Emergency contact information
• Medical insurance information
• Custody agreements (if applicable)
• Special education plans (IEP/504 plans)

Keeping these documents organized means smoother transitions between schools or grades. With LifeHub, you can maintain separate folders for each child and quickly share required documents with school administrators.

Need that for college? How to Prepare for College (Your 2025 Checklist)

9. “What information does my family need if something happens to me?”

This might be the hardest category to think about, but it’s perhaps the most important gift you can give your family.

Have ready:

• Will and estate planning documents
• Phone and computer passwords
• Emergency contact numbers
• Life insurance policies and beneficiary information
• Bank and investment account details
• Employer contact and benefits information
• Passwords for important accounts
• Funeral preferences and prepaid arrangement information
• Personal letters or messages for loved ones
• Digital asset inventory (online accounts, photos, files)

Organizing this information spares your family from searching during grief. LifeHub’s transfer of ownership feature ensures your designated person can access everything they need when the time comes.

Bonus quick wins

Pet information: Vaccination records, vet contacts, medication schedules, and boarding preferences. Essential for pet sitters or emergency boarding.

Vehicle information: Registration, insurance cards, maintenance records, and loan information. Helpful for repairs, accidents, or when someone else needs to drive your car.

Home systems guide: Warranty information, maintenance schedules, shut-off valve locations, and contractor contacts. Invaluable for house sitters or emergency repairs.

Making it happen

Building your family’s organizational system doesn’t have to happen overnight. Start with the category that would reduce the most immediate stress in your life. Maybe that’s medical information if you’re managing health challenges, or financial documents if tax season is approaching.

The goal isn’t perfection—it’s progress. Each item you organize and make shareable is one less moment of panic in a future situation. Your future self (and your family) will thank you for taking the time now to prepare for whatever life brings next.

With Quicken LifeHub, you can build this organizational foundation once and maintain it easily over time, ensuring your family always has what they need, when they need it, wherever they are. Because life is complicated enough without adding a treasure hunt for important documents to the mix.