Organise important documents so you can find them in a minute

Help me organise our important documents.

What we have: [e.g. passports, birth certificates, mortgage or tenancy, insurance, pensions, car, payslips, medical letters]
Where they are now: [e.g. drawer, loft box, email, photos on my phone]
Paper or digital: [roughly]
Who else needs to find them: [e.g. partner, adult children]

Before you start, ask me up to 3 short questions if anything important is missing. Wait for my answers.

Then:
1. A folder system with the same names for paper and digital (no more than 8 folders).
2. A checklist of what goes in each folder.
3. Keep, scan or shred guidance, marking anything to do with tax or legal records as "check GOV.UK or HMRC for how long to keep".
4. A one-page "where things are" note for the household, saying where each thing is kept. No passwords or account numbers on it.
5. A 20-minute yearly check to keep it up to date.

Use only what I've told you. UK English.

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