Documentation

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I'm sure you have heard the saying, "the jobs not over till the paperwork is done". In a post disaster scenario it might be more like "the job doesn't get started till the paperwork is complete."

 “Let us save what remains: not by vaults and locks which fence them from the public eye and use in consigning them to the waste of time, but by such a multiplication of copies, as shall place them beyond the reach of accident.” ― Thomas Jefferson

If you’re like me you probably have at least one four drawer file cabinet. Have you any idea how much that thing weighs? I do know it will fill up at least six bankers’ boxes, but I haven’t the need for all those documents. What’s my bottom line?

During the aftermath of a disaster or emergency, there are several scenarios that might require documentation: here’s a list of just a few of them.

1) Proof of existence. When seeking any kind of assistance from many types of agencies, we’ll have to actually prove we exist. Birth certificate, Copies of state or federal issued ID’s, passports, marriage license, etc

2) Proof of ownership. Deeds, mortgages, leases, titles, etc

3) Yes I really do have my personal property insured. Many years ago I had a motorcycle stolen. Couldn’t find my policy, the Insurance Company refused to pay the policy because I couldn’t prove I had one. You would think all they had to do is look it up in their records.

4) Acting on the behalf of another, parents, siblings, children, stepchildren, etc. Power of Attorneys, custody papers, court orders, wills, etc
5) Family medical and health information. Letter of instruction in case of death. Funeral and burial plan.

6) And the list goes on. 

The list can easily be added to in many different ways. We are all unique in our needs and position in life, when deciding on the documents to copy and safeguard seek some input from a qualified risk management specialist, (your insurance agent, doctor, lawyer, etc.) After the documents have been identified what to do with them? Copy, storage, safekeeping. A notarized copy of most documents will work in place of the original, though not always. You need to find out what originals fall into this category. Originals and copies should never be kept in the same place. Both could be placed in a fireproof box’s and stored in separate locations. As an alternative scanning to PDF and storage on a thumb drive or CD is another option. There are even ways to store those digital copies on the cloud, allowing you access if everything else is lost.

Keep in mind that you should never relinquish control of any of your documents if necessary allow the agency you are dealing with to copy them. You might never see them again, and or you might become the target of disaster fraud if you just allow your secure documents to wander around.