Every week seems to bring new stories of storms, fires, floods, earthquakes, and other disasters. While nothing can fully prepare you to live through such an experience, having a disaster plan can help you respond in a crisis. Part of that plan should include securing important papers that are difficult to replace and may be needed in the recovery process. Addressing this before a disaster hits can save time, money, and stress.
Secure Originals of Important Documents
You should protect the originals of the following documents from loss or damage:
- Identification documents: Driver’s license, birth certificate, social security card, marriage certificate, passport, citizenship papers, adoption/guardianship papers, divorce decree, and military ID.
- Financial documents: Mortgage/financing documents, lease, insurance policies, credit cards, debit cards, ATM cards, checkbook, and cash.
- Ownership documents: Deeds, title to vehicles, and bills of sale.
- Estate planning documents: Will, trust, healthcare proxy, living will, power of attorney, and letter of instruction.
Keep Copies of Relevant Records
In addition to making copies of all of the documents discussed above, you should also have copies of other information that you may need during and following a disaster, including:
- Health records: Immunizations and list of health conditions, prescriptions, and doctors for all family members.
- Pet records: Veterinarian contact information, health records, vaccinations, medications, photo, microchip number, location/phone numbers for shelters and hotels that accept pets.
- Key contacts: Family members, friends, employers, schools, insurance agent, lawyer, accountant, financial advisor, local emergency and recovery services, etc.
- Insurance: Insurance cards and/or a list of policy numbers, name of the company and agent with relevant contact information, including health, homeowners, vehicle, disability, and life insurance.
- Credit cards: List of all cards, account numbers, and customer service numbers.
- Financial accounts: List of all bank, investment, and retirement accounts with the name of the institution, account numbers, and pertinent contact information.
- Bills: List of bills that need to be paid, when, and whether that is done by autopay.
- Tax returns.
- Photos/videos of your home for insurance purposes.
- Digital assets: List of all online accounts, software, and digital content you own (e.g., music, photos, games, eBooks, websites, intellectual property, etc.).
- Passwords.
Store Documents in an Accessible and Safe Location
Originals should be kept in a waterproof and fireproof locked portable container in your home or alternate location or a bank safety deposit box.
Copies of your originals and other pertinent information should be kept in an easily accessible location in your house and stored in a watertight bag or container that you can take with you if you need to evacuate. You should also scan/photograph and save them electronically to a secure cloud storage account and on a portable storage device. The portable device should be stored in a waterproof/fireproof container.
Generally, store documents in an area you can get to quickly. If your area is prone to flooding, keep documents out of the basement.
Protect Business Documents
If you own a business, important documents should be kept in waterproof and fireproof containers in a secure location (whether onsite or offsite). Copies should also be made and stored in a different location as well as electronically.
All data should be backed up regularly (at least daily or more often depending on the nature of the business). You should also have a business continuity plan to help you and your employees keep the business going and serve your customers.
Consider Other Components of Your Disaster Plan
There may be other items you also want to protect such as valuables and sentimental objects. Small items can be kept in a waterproof/fireproof container. Larger items may require secure offsite storage. Make sure that all valuables are insured.
Federal, state, and local governments, the Red Cross, and other organizations provide information on disaster preparedness, including disaster kits, evacuation routes, emergency shelters, and the like. Develop a plan with your family so you all know what to do. Keep in mind that you may have limited access to cell phones, computers, bank accounts, transportation, and housing so consider workarounds.
Your disaster plan will vary depending on your situation. The important point is to think about what you want to protect and how you will do so before you’re in a crisis.
