Important Documents

In a disaster, it is common to lose your personal documents (at least temporarily).  As a result you should make plans to keep a copy in a safe place (one which you can take with you in case you need to evacuate).  Operation Hope, FEMA and Citizen Corps have gotten together to product a EFFAK (Emergency Financial First Aid Kit) to help you organize your information.  The following is an excerpt from this.
             1.  Complete all sections of the Emergency Financial First Aid Kit (EFFAK):
                     Personal Household Information
                     Professional Advisors and Health Care Providers
                     Checklist of Important Legal Documents and Financial Statements
                     Private Security / Access Information
                  Also be sure to collect all supporting original documentation.  If you do not have the original document, contact the appropriate office/authority to obtain a reissued copy.  We also strongly suggest that you date all forms as you complete them.
                  Examples of documents that you will want to keep in a waterproof, portable container:
                     Will, insurance policies, contracts deeds, stocks and bonds
                     Passports, social security cards, immunization records
                     Bank account numbers
                     Credit card account numbers and companies
                     Inventory of valuable household goods, important telephone numbers
                     Family records (birth, marriage, death certificates)
             2.  Review all the supporting documentation for accuracy and to be sure the document is still in effect.  For example, if you are a homeowner, be sure that your property coverage is still adequate and take photographs or a video of valuable personal property; if you are a renter, be sure that your lease reflects your current rent.

If you store financial records on your computer, have a backup file on diskette and remember to update the diskette at least quarterly.

If there are any documents that you should have but presently don’t, such as a will, living will, life insurance or health coverage, make sure to take the necessary steps immediately to obtain these items.
             3.  Once your documents are in order, make a copy of your completed EFFAK — all the completed forms and the relevant legal documents.
             4.  Keep your EFFAK in a safe place. Store your completed EFFAK, all original documents, photographs, and computer backup disks in an off-site safety deposit box.  Be sure to keep this key in a safe place.

In addition, keep a copy of your EFFAK and copies of your original documents at home in a fireproof/waterproof metal box or safe.  Because ATMs do not work when electricity is out or they may not be restocked during an emergency, be sure to include some $10 and $20 bills in your storage box.

If you have an attorney, you may also want to provide him or her with a copy of your EFFAK in a sealed envelope to be opened with your approval or in the event you become incapacitated.
             5.  Update your kit whenever your documents change, for example, if you sell or buy a house, get married or divorced, change your will, have new tax filings, a new passport or change your parental status.  At a minimum, be sure to review and update your EFFAK at least once a year.
There is also a Personal Disaster Preparedness Guide (PDPG) which will allow you to advise family members of your recovery process and to reassure them if you are not affected by an event in your city.  The ability to contact family members and locate injured relatives is the first step to recovery.  All family members (over 16) should complete and keep their own PDPG.  Keep one copy safe at home, and one at the workplace.