The home record: what to keep, how to name it, when to update it
Keep enough information for someone to answer five questions: what is here, where is it, when did it change, who did the work and what proves it? Save the title and plans, permits, certificates, contracts, invoices, warranties, dated photographs, product details, inspection reports, repair records, insurance documents and useful contacts. Keep the originals, use filenames you can understand at a glance and add a one-page index.
- 01WhatPlans, permits, invoices, warranties, photos, reports
- 02WhereTied to a room, an element, a product, a name
- 03WhenDated: done, checked, fixed, and due again
Keep the originals. And when you are not sure, write down that you are not sure.
Build a record you will use
A useful record is retrievable by any future reader. Every item should answer four fields: date, element or location, event or work, and source. Keep the original file with a descriptive filename.
| Folder | Keep | Why it matters |
|---|---|---|
| 01 Property and title | Title, deposited/registered plan, survey, easements, covenants, planning and hazard reports | Defines the land, restrictions and property context |
| 02 Approvals | Planning and building permits, endorsed plans, inspections, occupancy and trade certificates | Records the approval pathway and approved scope |
| 03 Works and products | Contracts, quotes, variations, invoices, warranties, manuals, model numbers, colours and materials | Explains what was installed, by whom and on what terms |
| 04 Condition and reports | Building, pest, engineering, plumbing, electrical, roof, moisture, strata and other reports | Creates dated professional observations and limitations |
| 05 Photographs | Wide and close views before, during and after work; concealed services before closing | Locates evidence and preserves what later becomes hidden |
| 06 Maintenance and monitoring | Service dates, filters, treatments, cleaning, crack or moisture logs and next review | Shows change and keeps recurring tasks visible |
| 07 Insurance and incidents | Schedules, PDS versions, valuations, claims, loss photos and insurer correspondence | Preserves the wording and evidence relevant to a loss |
| 08 Shared building | Plan, by-laws/rules, minutes, budgets, funds, insurance, levies and scheme correspondence | Connects the lot to common-property decisions and costs |
| 09 Contacts | Designer, builder, certifier/surveyor, engineer, trades, insurer, strata manager and warranties | Makes follow-up and responsibility traceable |
Use filenames that sort themselves
Use ISO dates and plain language: 2026-07-19_roof_north-valley_leak-photo_01.jpg or 2026-08-04_bathroom-waterproofing_certificate.pdf. Add a one-page index with the element, current known status, latest evidence and next action. Keep a cloud copy and a separate backup, with sensitive identity and financial material protected.
Take photographs that will still help later
- Orient: one wide photograph showing the room, elevation or element.
- Locate: a mid-range view connecting the issue to a window, corner, joint or service.
- Detail: a clear close view with a scale where dimension matters.
- Date and describe: weather/event, direction, dimensions and whether the condition changed.
- During work: capture framing, membranes, flashings, pipes and cables before they are concealed.
- Close out: finished work, invoice, specification, certificate and warranty in the same indexed folder.
Record uncertainty explicitly
Write 'installation date unknown' or 'reported by previous owner, unverified' where appropriate. A receipt records a purchase; a permit records an approval; a photograph records what the frame caught that day. Let each document say only what it truly knows.
Update at decision moments
- On purchase: save the contract/disclosure, reports and a dated baseline.
- Before work: save approvals, condition photos, service locations and insurer advice.
- During work: variations, concealed work and inspection evidence.
- At completion: certificates, final plans, warranties, manuals and a next-maintenance date.
- After an event: safe pre-clean-up evidence, emergency work and the claim timeline.
- At sale: copy the releasable, accurate set for legal review; retain sensitive or irrelevant material separately.
The limits of a home record
A good record shortens every future search and supports the insurance, maintenance, renovation and sale decisions to come. Verify current condition and legal effect for the decision in front of you. For insurance-specific use, read home condition and insurance; for works, read planning a renovation.
Frequently asked questions
What records should I keep for my house?
Title and plans; approvals and certificates; contracts, invoices and warranties; product details; dated photographs; condition reports; maintenance and monitoring; insurance documents; shared-building records; and professional contacts.
How should I name home files?
Start with an ISO date, then element/location, event and file type, for example 2026-07-19_roof_north-valley_leak-photo_01.jpg.
How long should I keep renovation documents?
Keep the core property, approval, completion, warranty and concealed-work evidence for the life of your ownership, and check legal or warranty retention requirements for the jurisdiction and work.
Do records prove work is compliant?
A complete approval and certificate chain is useful evidence. Current condition and legal compliance may still require authority or professional verification.
Should I give every record to a buyer?
Have the sale and disclosure set reviewed legally. Provide accurate, relevant material while protecting unrelated sensitive information.
How this guide was researched
A practical system for the paperwork of a home: what to keep, how to date it, where it belongs, and the decisions it will one day have to support.
Limits: Records can be incomplete, and occasionally wrong. For permits, title, boundaries and present condition, the authority or the professional is the source of truth; the record is your map to them.
Sources
- Choosing home insuranceMoneysmart, Australian Securities and Investments Commission · accessed 2026-07-19
- When is a building permit required?Building and Plumbing Commission Victoria · accessed 2026-07-19
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