Are You Prepared?: Tips for Identifying and Storing Vital Records

08 January 2009

The recent tornados and flooding in the Midwest have reminded us of the importance of being prepared for disasters and emergencies.  One step in being prepared is to organize vital records and documents so they can easily be located and transported if the need to evacuate occurs. This step is often ignored because of confusion about determining what is important.  What follows will help you identify the types of records and documents that should be gathered.

Personal Records

Personal records are documents that prove identity and status and will expedite resources from banks, insurance companies and government agencies, as well as help locate family members or pets that become separated. 
 
Key documents include birth certificates, marriage certificates, passport, driver’s license or state issued identification, citizenship papers, recent photo of each family member clearly showing facial features and photo of family pet.

Financial Records

This is the most complex and confusing area because of the sheer volume of paper. Critical financial documents are related to proving ownership, establishing value and controlling risk. 

Key documents in this area include bank statements, investment account statements, credit card statements, deeds of trust, mortgage and loan documents, escrow statements, certificates of title, stock certificates, leases, rental records, household inventory, social security documents, declaration pages of property, disaster and vehicle insurance policies, two year’s of tax returns and W-2 forms.

Legal Records

Each of your personal situations will be different. As a result, many types of legal documents listed may not be applicable.

Key documents in this area include wills, durable power of attorney for management of property and personal affairs, trust documents, employment contracts, stock option agreements, separation/divorce records, custody agreements and adoption records.
 
Health Records

Natural disasters often cause medical emergencies and situations that must be solved immediately. Having proper health and medical records will be beneficial in emergency situations.

Documents include health history, immunization records, copies of medical insurance cards (front and back) prescription information, health insurance policy, living will and durable power of attorney for heath care.

Storing Records and Documents

Safe deposit boxes are often used to store these vital documents. However, it is important to remember that safe deposit boxes are still susceptible to fire, theft, flood and damage from tornados.  In addition, records will not be accessible when the bank is not open.  As a result, copies of vital documents should also be kept at home, where they can be accessed easily for daily use. Once the hard work of assembling vital records is done, you should use an organization system that can be retrieved and transported in case of an emergency.
 
Today, there are several new products available that provide systems for organizing and storing vital records and documents in portable containers. The products not only provide portable storage, but they identify the common documents and records found in a home and provide forms and guidance for capturing information.  My favorite is the Vital Records Portavault, developed by Securita, an easy-to-use, comprehensive system that identifies, organized, stores and transports all of the important records and documents commonly found in a home.