Learn how to create a personal data sheet (PDS) for your family, and taxes info organizing

AltoPDF team

Invalid Date / 27 min read

To start let’s talk about what a personal data sheet is. In short, it’s a document containing all the necessary information about someone’s personal information; things like where they went to school, where they live and have lived, work history, contact information, etc. It can be as detailed as you want or need. Basically, it’s a resume on steroids.  

Why would you or anyone else need to create a personal data sheet? Nobody knows what’ll happen tomorrow or where their life will take them or in what situations they might need quick access to very specific information. It’s not uncommon for institutions like the military, government, hospitals, and some colleges and universities to request documents similar to PDSs. 

Personal data sheets come in handy in situations like we mentioned above where some institution asks for a lot of specific information right on the spot. And in extreme cases, you have scenarios where you lose your sight and this form is used by a family member, spouse, caretaker, or assistant to properly fill out documents for you. 

Though, whether you have a medical condition or not, it’s very beneficial for you to have one ready, just in case. 


How to use a personal data sheet

One of the most straightforward uses for one of these sheets is for building new resumes and filling out official forms. They really do make processes much faster. Create a PDS of your own and keep it stored in the cloud so can access it from any of your devices, whether you’re at home on your laptop or computer, or on the go with your tablet or smartphone. Having a comprehensive document with all of your information is extremely important and beneficial. 

Other than just you having your PDS on hand, share it with your emergency contacts. If the people you trust most have your personal information, they’re able to help you when you get into trouble or hurt.

However, in any case, it’s very important that you always update your PDS. To make it easier, use tools to help you, like online document management solutions.  

Things to consider when creating a professional personal data sheet

A lot of people mix up and confuse personal data sheets and resumes. A resume targets a specific position, so you need to adapt your goals, characteristics, and supporting information for each situation and 'sell' your skills and experience. A PDS has no 'selling' purpose but provides complete and accurate information. 

Alrighty, now that you know the main differences, let’s take a closer look at 3 key points to consider while drafting your own personal data sheet: 

  1. Understand that many may see or view your document. What that means is, it needs to be organized well, easy-to-read, informative, and have the information that various institutions may ask for.
  2. Define the major reasons you need to organize your information. It can be because you’re applying for a job, documenting your medical history, or providing useful info to a caretaker or assistant. Calculating your major motives helps you organize the document in a more efficient way. 
  3. Consider the information you add and where it comes from. Gather as much information as you can. Add relevant medical data, personal and professional references, educational experience; refresher courses, training sessions, etc. 


How to create a personal data sheet

In reality, the sheet isn’t too complicated to put together. Really it can be a Word doc, Google doc, Pages doc, etc. Whatever works best for you. 

We’ve gone ahead and made your job a little easier by creating this how-to to help you build your first PDS:

  • Start with your name and contact details. Every PDS should include your full name and basic info on the first page. 

- Add current and permanent addresses, phone numbers, email addresses, etc. 

- State whether you’re a US citizen or not, or have dual citizenship.

  • Add emergency contacts. Adding emergency contacts are very important.

- Write names, addresses, phone numbers, and relationships (is this person your parent, spouse, child, friend, etc.?).

  • Include your social security number or driver's license number. Yes, giving sensitive information is a little risky, but many places will ask for it. 

- Provide employers and hospitals with this information.  

  • Provide info about your education. Listing your education is a great way to organize your experience and certificates for resumes and applications.

- Write about your school, college, university, training sessions, and certifications to represent your skills. 

- List them from most recent to oldest, indicating attendance periods. 

- Add the full names of each institution (no abbreviations). 

  • List your experience. Listing your employment history is a great way to keep track of where you’ve been and what you’ve done.

- Include information about the places where you work and have worked. 

- Mention the names of your supervisors. 

- Start with your most current job and go backward from there, adding specific like your position, promotions, and dates. 

  • Write about your unique skills. Talking about the unique skills you have is great for later use in resumes. 

- Insert information about all the languages you can speak, certifications, and licenses you hold. 

- Describe the interesting hobbies you have or the interesting things you’ve accomplished.

  • Add information about professional references. In addition to having emergency contacts, having professional contacts listed and ready to email or call is very beneficial.

- Provide contacts of at least three people from work or school who could vouch for your accomplishments.

 Include their names, contacts, positions, and how long you’ve known the person for. 

  • Create a small section telling yourself and others who might read your PDS why you created it. Adding information about why you’ve created your PDS will help others understand how to help you better if they ever need to use it for you.

- Utilize a small section like a corner for writing a note about your reasoning. 

  • Double-check your information and keep it up-to-date. Keeping accurate records is essential to having an effective personal data sheet. 

- Make sure all the information is always correct and up-to-date (names, addresses, dates, etc.). 


What tools are available for putting together a high-quality PDS? 

You can create a personal data sheet in Microsoft Word, Pages, or any other text editor. Once you’ve double-checked it, consider converting it to PDF to ensure that anyone on any device will be able to open it without error messages or distortions. 

Check out altopdf.com and browse its suite of online converters like Word to PDF or Pages to PDF for free without registering, hidden fees, or annoying ads. Use the Edit PDF option on the main screen to make additional changes and updates as you go. 

We really hope that you found this article useful. Hit the subscribe button and never miss out on new information from AltoPDF!

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