The following are my thoughts on important documents, as discussed during the 9-14-16 NNPG Amateur Radio Wednesday night net meeting.
My thoughts on Important Documents:
Important records should be kept in such a way as to be safe in case of fire, flood, earthquake and other disasters and to have available for quick access when needed such as a fire resistant documents case, Zip-lock bags, electronic media in Faraday boxes/pouches, etc. (Be aware, that although keeping copies on electronic media is a very good way to have yet another copy and can make it easy to work with them, you will have to use the media with your own electronic gear. No government agency or private business is going to allow any outside access of any kind to their systems. They will not slip that CD or thumb drive into their computer and pull the data from it, no matter how much you assure them it is safe. It is too big a risk to their systems.)
Keep originals in appropriate places w/copies and/or condensed versions in the various emergency kits including BOBs, BIBs, GHBs, GOOD bags, INCH bags, evacuation kits, hurricane kits, etc.
It is also good to keep a set of copies off-site so they can be retrieved even if you have to leave without anything.
A binder with full size copies in sheet protectors can be kept for easy update and copying, stored in a fire resistant safe such as your home safe or gun safe.
To make it easy to keep the various sets of copies protected from moisture they can be placed in quality Zip-Lock bags. And if space is a consideration, many copiers have a copy size reduction feature, and many printers can micro print or print multiple pages in small print on a single 8 1/2 x 11 page. If you do make small copies, keep a wallet size Fresno lens with them.
Types and examples of Important Documents:
Automotive paperwork: registration, title, insurance card, tire warranties, repair warranties, etc.
Business records: Company ID, business license, bylaws, emergency plan, employee contact list, contracts, supplier info, customer info, incorporation records, partnership records, accounts receivable, accounts payable, etc.
Computer records: online accounts, passwords, web/blog host info, etc
Employment records: Company ID, employee handbook w/emergency plan, pay stub, etc.
Family contacts: name, address, telephone numbers, e-mail, code word for proof of identity, etc.
Financial records: checking account info, savings account info, bankruptcy decree, credit card info, loan info, utilities info, location of safety deposit boxes, stocks/bonds/brokerage account information, etc.
Future death information: will, funeral arrangements, cemetery plot records, etc.
Household records: Deed, mortgage, appraisals & inventory of home & contents, warranties, home layout drawing, etc.
ID: Driver’s license, passport, state ID card, naturalization certificate, permanent resident card, birth certificates, adoption records, current photos, physical descriptions (including identifying features), family group photos for relationship verification, multiple plain paper copies of individuals photos for posting on reuniting and information boards in assistance camps, etc.
Insurance records: Auto, home, health, life, disability, insurance cards, Medicare/Medicaid card, any other insurance cards, etc.
Legal records: marriage certificate, prenups, executor of estate, divorce decree, powers of attorney, death certificates, criminal history, final disposition of any civil/criminal court cases, trust documents, military discharge (DD214), etc.
Medical records: Medical Power of Attorney, Doctors’ info, Dentists’ info, living will, allergies, prescriptions, current illnesses/problems, past major medical history, etc.
Professional advisors info: Insurance agents, accountant, lawyers, doctor(s), dentist, etc.
Professional & Miscellaneous licenses and records: Doctor licenses, other profession licenses, concealed weapons license, Amateur Radio Operator license, Press credentials, Investigator credentials, etc.
Religious records: Christening, baptismal, confirmation, etc.
Retirement account information: 401k, 403b, social security statement, IRA, pension plans, etc.
School records: high school diploma, college diploma, college degrees, trade school diplomas, etc.
Tax records: Social Security Card, personal tax records for 5 years, business tax records for 5 years, property tax info, etc.
Local Accomodations: Hotels/Motels, family addresses, friends addresses, shelter locations & rules, etc.
Home services information: Plumbers, electricians, mechanics, HVAC, cleaning, maintenance, tree service, etc.
Evac route services: Hotels/Motels, Urgent care/emergency room facilities, fuel stations with gensets, government agency information, alternate route information, contact information of known people on route, etc.
Just my opinion.
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