The truth is we never really know when disaster is going to strike. It doesn’t matter if it is your own personal disaster, a local or state emergency, or a global pandemic. When you need to get out of the area the last thing you want to do is be searching through files to find everything you think you may need. We also know that we will inevitably leave something behind that we will find to be vital to our success. Having a documentation package prepared ahead of time can not only save you precious time, but it can also relieve some of the burden of what is sure to already be a stressful situation.

                In this post we will be going through what documentation you should consider having, additional information that may be helpful to have on hand in an emergency, as well as ways to store your documents and keep them as safe as possible.  So let’s start there…

Storing your Documents and keeping them safe:

                There are a couple different options when it comes to putting together and storing your documentation packages. You have the option of keeping physical paper copies or digital copies on a flash drive; I would advise keeping both. 

In the digital age we live in computer access is abundant, so keeping your documentation on a flash drive makes sense. Simply scan all your documents into a folder on your computer and then transfer them to your drive and you are set to go. You may also want to set up an excel spread sheet for important phone numbers, bank account numbers, addresses, etc.

Encrypting your flash drive can make them safer for storage in locations like a vehicle or bugout/get home bag. I would recommend keeping one in all of these. Keeping one in each of your family’s vehicles as well as your bags insures you’re never without. Not only encrypting your files on the drive, but going a step further and purchasing an encrypted flash drive would help make theft of information more challenging. You may also want to set up your own code for things like bank account numbers. You could do something as simple as changing each number of your accounts by a set number of digits. Example being if your account number is 123456 and you set it to be a variant of 3 you would then put down 456789. Just make sure your family is aware of codes and passwords otherwise it does no one any good.

                I recommend keeping a physical copy or two of your documentation package for those cases where your computer access isn’t readily available. Keeping your documentation in a binder that is tabbed with a table of contents for quick reference is great for ease of use.  When storing your binder you should consider a location that can be easily accessed for a quick exit.

Documents you should keep:

                The list of documents may seem long and could take you a while to put together but think about if you had to gather them all while evacuating due to an emergency.  Doing the work now can be invaluable and leave you one step ahead of everyone else trying to get out of dodge.  

So here they are in no particular order; Driver’s license, personal ID,  passport, birth certificate, social security card, citizenship papers, marriage license, divorce decrees, child custody papers, adoption papers, concealed carry permit, military ID, military discharge papers (DD-214).

                You should also have copies of your home and auto paperwork to include real estate deeds, car titles, vehicle registrations, mortgage documents, lease agreements (both property rental and car), any boat, RV, motorcycle, etc. titles and registrations. This should also include insurance policies on any of the above listed as well as a household inventory using photos/video. A copy should also be kept with your insurance agent.

                Speaking of insurance, you should have any medical, dental, vision, prescription and life insurance information. You will also want any important medical records like allergies, prescriptions, immunizations, or any other major medical conditions. Include Physicians names and numbers along with living wills and power-of-attorney for health care.

                This leads us into estate documentation such as wills, trusts, power-of-attorney, and any funeral instructions. You should include attorney names and phone numbers.

                Next on our list is the financial information you should consider. Items like checking and savings accounts, bank cards, credit cards, stock and bond certificates, other investments like 401Ks or IRAs. As far as bank and credit cards are concerned this should include card numbers, expiration dates, and security codes. Also include all website, password and customer service numbers for all financial documents.

Additional Information:

                Now we will begin going over some additional information you should consider keeping in your documentation package to make your emergency response a little smoother. Let’s start with addresses and phone numbers of family and friends. Having these on hand not only lets you contact them so they know you are safe, but may come in handy if you need to navigate to their home for a place to relocate.

                Employer contact information for all family members could be of use not only to let them know you will not be reporting to work, but also if you need any additional benefit information. I would include kid’s schools and child care center numbers.

                Police, Fire and Ambulance non-emergency numbers from your city/village/town as well as the county you live. You should also include the surrounding counties that may be in your relocation path and possibly state emergency numbers.   

                Having local utilities (Electricity, Water, and Gas) phone numbers could be of use not only for reporting a problem, but they may be able to provide you with safe return dates. Additionally, contacts for things like tow truck, auto mechanic, AAA, tree removal services, electricians, plumbers, HVAC, etc. are good to have on hand.

                I personally believe maps are a must have. These do not have to be the old school large folding maps from back in the day; you can use printed maps from google.  You should have a minimum of 3 routes to a minimum 3 locations and NOT the standard highway roads everyone else will be on. These routes should have been driven by yourself and your family members so that everyone is familiar with the layout, terrain, gas stations, stores, rest stops, landmarks, etc… You will also want to make note of any potential areas of concern. Things like low spots that could potentially be flood issues or large steep hills that could be an issue in snow or icy conditions; potential for road congestion or areas that are less than ideal.

                This should be thought of as a starting point and not the end all be all of documentation packages. You should be creating your own list of things you feel you need. Each of us is different and has different ideas of what is important to us, making additions and subtractions to fit your family’s needs. This should always be a working document to be reviewed at a minimum of twice a year, but I would recommend quarterly.

                I hope this gives you a starting point and helps prepare you for your next disaster. Don’t end up being without in your time of need.

                Peace,

                                  Bear