Documentation as part of emergency preparedness comes in two major formats. The first is collecting copies of important documents and being ready to collect them in a disaster or evacuation. The second is documenting your property in case you need to file claims in the future.
Collecting Important Documents
It is important to collect all important documents in one safe place so that you can easily grab it and evacuate. It is also important to have copies of these documents in case you are unable to access originals.
One easy way to collect documents is to store originals or copies in a waterproof, fire-resistant pouch or box. Keeping digital copies of important documents is a good way to have backups. Many insurance companies now provide digital versions of your coverage and policy documents.
Examples of Documents to Store
- Insurance Policies and Proof of Coverage Documents (home, auto, renter's insurance, health insurance, flood insurance, etc.)
- Health Records for the household (vaccination records, health history, list of medications)
- Financial Records (recent income tax filing, banking records)
- Titles and Deeds to owned property (home, auto, boat, motorcycle)
- Passports, Birth Certificates, Social Security Cards, Marriage Certificates, and other vital documents
- Estate Planning Documents (wills, trust, advanced directives)
- If keeping physical documents in a physical location, this might be a good place to store emergency cash in small denominations as well.
- If room permits, include copies of important photos and sentimental items. Remember you will need to carry other items with you as well! Don't overload your box or document pouch.
Save digital items in a cloud storage system or on an encrypted drive. An encrypted drive requires a password to access. Do not store your personal information on an unencrypted drive. Remember, cloud storage depends on availability of internet services but can be retrieved after internet services are restored.
Download digital membership cards and driver's licenses onto your phone. These digital cards can be viewed without an internet connection. Most insurance companies can issue digital membership cards that can be stored on your smartphone wallet.
California residents can now store a digital identification or driver's license via the California DMV mDL app or on Apple Wallet and Google Wallet.
Documentation of Your Property
Insurance companies will each have different rules and processes for filing for damages but having proper documentation can make the process much easier.
1. Document your Property
Video record a walkthrough of your home and any self-storage facilities. Make sure you are going slow enough to capture all items including electronics, collectables, valuables, jewelry, and anything else you may need to claim if lost.
Get in the habit of taking new videos on a regular basis. If the video or photos are more than a year old, it may make it difficult to prove than damage occurred recently and you miss items that you bought after the video was taken.
Make sure you also keep a written list of items including year, make, model, cost, and serial numbers as applicable. Keeping a digital document may be the easiest way to keep track of the document as you can continue to make edits without having to print a new copy. Consider taking a photo of receipts or scanning receipts into a digital folder.
2. Understand your Insurance Policies
Know what your insurance policy does and does not cover. Many homeowners' and renters' insurance do not cover claims due to earthquakes, floods, and wildfires. You may need to go out and obtain separate supplemental policies.
Different policies will cover lost property in different manners and in different amounts. Will they cover the cost to replace the item or the depreciated value of a lost item? Will they only pay a flat rate per item? What is the maximum they will pay out?
Consult with your insurance company or insurance broker for a better understanding of your insurance policies.
3. Filing a Claim
If you do need to file a claim, work with your adjuster before discarding damaged items. They may have a specific process that requires seeing or photographing the damaged items before you can discard or replace it.
When taking photos of damaged property, consider downloading an app that can automatically stamp the image with date, time, and location. It may make it easier when submitting documentation to have this information handy.