The short answer
Keep one record per item that includes: proof of purchase, an identifier (serial/IMEI/VIN), warranty terms, and a few photos. Store it in one place with consistent names. The goal is not perfection — it’s retrieval in under two minutes.
What to save for every important item
- Receipt/invoice (PDF or photo)
- Order confirmation email (saved as PDF if possible)
- Serial/IMEI/VIN (photo + typed value)
- Warranty length + start date assumption (purchase date vs delivery date)
- Photos: item overview + identifier label/screen
- Service/repair records (if any)
A simple folder structure that works
Pick one structure and stick to it. Here’s a minimal option that scales:
Example
Purchases/
├─ Electronics/
├─ Appliances/
├─ Tools/
├─ Cameras/
└─ Vehicles/
Inside each category folder, keep one folder per item.
Naming rules so files stay findable
File names should answer: what is it, which one is it, and what document is this?
Pattern
[Brand] [Model] — [Identifier last 4] — [Doc] — [YYYY-MM-DD].pdf
Examples
Apple MacBook Pro — 7K3Q — Receipt — 2025-06-18.pdf
Bosch Dishwasher — 2198 — Serial — 2025-06-18.jpg
Paper receipts: what to do with them
- Photograph or scan immediately (paper fades).
- Store the original only for high-value items if you want, but treat the digital copy as primary.
- Capture the item identifier at the same time as the receipt.
What to do if you already lost records
Rebuild what you can from most reliable to least:
- Retailer account order history (download invoices)
- Email receipts or shipping confirmations
- Card statements (date + merchant)
- Photos you already have (device, box labels, serial stickers)