Mini Challenges: Gather Important Documents

We can't help it. We are a culture of paperwork. We have forms for everything...documenting our entire lives. In an emergency, you will need some (if not all) of those documents to receive services, move, recreate identification, etc.

Our February 1 mini-challenge is to gather copies of important documents. You will need to have the originals for some items, but for others, photocopies will suffice in an emergency (at least to get the original replaced). If you are storing photocopies, and not the original, be sure to have contact information for the agency that supplied the original so you can replace it when necessary.

Okay, here is a short list of documents you should consider storing. It is by no means complete, and if you find something that I have left off, please leave a comment with your suggestions.

Birth Certificates - Everyone should have an official copy of their birth certificate on hand. Often times these are necessary to register for services (such as medical, school, passports), or to replace other documents or identification. For those individuals born overseas, be sure to have a copy of the original host nation birth certificate, as well as the Consular Report of Foreign Birth (the consular birth reports are difficult to replace, so keep it in a safe place, and make sure you have a photocopy of it somewhere).

Marriage Certificates/Licenses- While the beautiful certificate you undoubtedly received from the institution where you were married is important to you, it won't generally help you in the paperwork game. You will need a certified copy of your marriage license from the jurisdiction where you were married. These are not generally hand over as a matter of course after you are married - you usually have to request them (and they generally cost between $10-$20).

Social Security Cards - Since the SSN became the national ID number (by default) in the United States, it is important to have this card. Your children should also have one (for children born overseas, it is usually an extra step to request the card). You should sign your card (for children, leave unsigned. They will have to sign it when they are of age), this will help to prevent identity theft in the case the card is lost or stolen.

Driver's License or State Sponsored Identification Card- While this is generally carried in your wallet (or at least on your person), it can't hurt to have a copy in your files, in case it gets lost. You generally need to know the Identification Number to expidite having it replaced.

Passport - for those of you who travel or live overseas, this is especially important, as the United States now requires every living citizen (and yes that means babies too) to have a passport (or a REAL ID....see your state authorities on whether they are in compliance with this program) in order to board a plane, even a domestic flight. You should always have your actual passport secured (these are a very valuable commodity), and for emergency purposes, you should have a photocopy of it in your files. Having a photocopy of it will allow the embassy/consulate to expidite a replacement.

Wills - If you have a will...and you should, especially if you have kids....you should have at least a copy of it in your files. It is generally a good a idea to keep the original in a safe place (removed from your domicile) like a safety deposit box. It may also be advisable to leave a copy (and/or a key to the original's location) with a trusted friend or relative (they should at least know where to find the original in case of your death).ff

Insurance Documents - You should have copies of all your policies (Auto, Home, Life), as well as contact information for your insurance provider (in case you need to file a claim).

Deeds/Certificates of Ownership- If you own a home, a car, or stocks, you likely have a title, deed, or some form of a certificate of ownership. You should have these on hand. If you own any of these items, but there is a lien (a mortgage or loan) against the item, you should have some type of document from the lien-holder.

Household Inventory - While not everyone may have one, in case of an insurance claim, it would be important to have an inventory of your belongings to ensure that you are appropriately reimbursed for your loss.

Medical Information - If you, or a family member, has a special medical condition (such as diabetes, cancer, etc) or an allergy that emergency personnel should be aware of, it is important to have some type of documentation on that condition. It is also important to have documentation related to health insurance available.

Tax Returns - These are generally kept for about 3 years (up to 6 years depending on how you file taxes, etc). While you probably won't need these in an emergency, they are important documents to keep on hand.

Wage and Earning Statements - Again, you probably won't need these in an emergency, but they are important to keep until you can verify your income against your W-2 forms and Social Security Statement (usually received every year around your birthday).

Savings/Investment Account Information - You may need this information in an emergency (or in the event of your death, your relative may need it). Having a document which contains account access information (numbers, holder of account, passowords, etc), can be useful, but be careful how it is stored. If such a document were lost or stolen, you could have serious financial repercussions.


Since you are storing these documents for emergency situations, they will need to be kept in a central, and "disaster" proof location. I would generally recommend that you procure a fire and water proof (that is right WATER proof too, because most damage in a fire actually occurs from the rescue efforts) safe or box. These can be found a local discount stores, such as Walmart or Target, or at office supply stores.