Emergency Preparation Tips: Document Organization

 In Consumer Information, Safety

by Chris Majzun Jr., President, North Coast Building Industry Association

Texans are fighting floodwaters rising to historic levels as Hurricane Harvey pounds the Lone Star State.  While the reports of damage and devastation in Houston, Victoria, Rockport and other towns and cities continue to pour in, weather forecasts indicate that the disaster area will likely grow as the storm moves inland and swings toward Louisiana.

Our hearts go out to the lives affected by Hurricane Harvey, and I am sure you are as well.  Many of our members have made donations to this terrible act of nature and our sister associations in Texas.  Any donation is appreciated and The Department of Homeland Security encourages donations to be funneled through the National Voluntary Organizations Involved in Disaster  – https://www.nvoad.org/

The National Association of Home Builders (which the NCBIA is a part of) is working closely with state and local home builder associations in the region to help them meet the needs of members who have been affected by the storm. They will also provide resources to support our members as they help families rebuild.

Natural or man-made disasters can hit any family at any time. Ensuring the personal safety of you and your loved ones is your number one priority. But being prepared for the aftermath by organizing your critical documents and communicating their location to designated individuals can save you many problems later should the unexpected occur.

Could you locate all your family’s important documents quickly in the event of an accident, evacuation or disaster? Or could they find them should you be incapacitated or become separated from each other? If not, here are some important steps to take.

It’s a good idea to keep document originals in one location, with backup copies stored in at least one additional, equally secure place. A fire- and waterproof box that can be locked and is small enough to carry is a good way to keep documents nearby, but safe from damage or theft. A safe deposit box at a bank is another secure location. Copies can also be stored with a family member or friend.

Critical documents that you should be able to quickly access include:

  • Passports, birth certificates and social security cards
  • List of insurance policies, policy numbers and contact information
  • Copies of wills, living wills, power of attorneys and healthcare proxies
  • List of bank, retirement and investment accounts, account numbers and contact information
  • Titles to your car or home and sales receipts or proof of ownership of other high-value items
  • List of loan or debt obligations such as mortgages or credit cards, account numbers, balances and contact information

Other documents to think about collecting, making copies of and storing in a central location include medical histories, physicians’ contact information, dental records, past years’ tax filings, and Internet account user IDs and passwords.

While paper copies may take up a lot of space, scanning originals and saving them on a portable storage device such as a memory stick or CD-ROM is a convenient alternative.

A videotape — also copied and stored in multiple locations — is a good way to record your material possessions, and will help you remember everything and prove ownership for insurance claims if your property is destroyed. Be sure to get close-ups of serial numbers, and talk about the purchase date and price of each item as you record.

Finally, it is especially important to let a trusted family member or friend know where your important documents are so that they can access them and take action should you be unable to temporarily, or in the worst case, permanently. While no one likes to think about the implications of a personal or community disaster, taking these steps will help you minimize the impact.

For other disaster preparedness tips, go to www.ready.gov.

Visit our For Consumer section and job posting (under the About Us tab), and be sure to visit our Virtual Parade of Homes.  Or, give us a call Monday through Friday from 8:30 a.m. to 5:00 p.m. at 440-934-1090.

We are your local not-for profit trade association representing member companies involved in all aspects of home building, remodeling, and other aspects of residential and light commercial construction.   Like us on Facebook – – or better yet share us.

Homeownership is truly a cornerstone of the American way of life. 
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