Question:  

I hesitate to even bring up this subject, but what recommendations can you make on protecting important documents if we have an unexpected storm this year?

Answer: 

Being proactive makes all situations easier. It’s still difficult to use the “H word” for many who experienced Hurricane Ian. Helping clients, family, and friends navigate the aftermath has taught us many things of what worked and where there may be room for improvement in our preparation. We’ve learned to invest in preparedness. 

It may not just be a storm. There could be other emergencies where prudent planning and preparedness is beneficial to protecting your personal and financial well-being. Here are recommendations regarding important documents and making a swift, safe evacuation. 

Saving your documents

Hurricane Irma and most recently, Hurricane Ian, taught us that having the documents needed to rebuild your life should either be with you or stored somewhere safely out of harm’s way. 

Waterproof, fireproof safes offer protection for your most important items, offering a level of security in the event of a last-minute evacuation. For disasters that can be forecasted further in advance – think weather-related events like hurricanes – it may be beneficial to take important papers with you.

While many of the documents below can be replaced, keeping them safe will make insurance claims and other recovery activities easier. Consider bringing:

• Identification: passports, immigration papers, military discharge papers, immunization records, Social Security cards.

• Family records and certificates: birth, adoption, marriage, divorce, death.

• Home and vehicle: deeds, titles, registration, loan papers.

• Planning documents: wills, trusts, powers of attorney, healthcare directives.

• Insurance information: health, life, home, vehicle.

Consider placing them in a three-ring binder with pockets for easy portability, and store within a water-resistant bag. Waterproof and fireproof boxes are usually quite heavy, but a heavy-duty waterproof bag from a sporting goods store or large, resealable plastic bag can serve as a lighter alternative.

Our firm offers a free “Vault” online file-sharing and content management platform. This can be accessed from any internet-connected computer or mobile device. Vault provides quick, easy, and secure storage and sharing of various file types. Some of the most popular items stored in Vault include copies of insurance policies (life, disability, home and auto), tax returns, investment statements, and mortgage information. You’re responsible for granting access and proper entitlements to access documents uploaded to the Vault. 

Preparing your emergency go-bag

Proponents of preparedness recommend keeping a small bag packed with essentials for a quick escape. Your emergency bag should remain ready to go at all times, ideal for an unanticipated evacuation. Your water-resistant duffel bag or knapsack can include items such as:

• Your documents binder.

• Photos or video of your property for later insurance claims Safe deposit box key, if applicable.

• Notepad and pen flashlight.

• Small first-aid kit.

• Bottled water and nonperishable snacks.

• Extra resealable bags.

An additional “quick grab” list will ensure you won’t forget items that would be inconvenient to keep in your emergency bag at all times. Examples include:

• Backup of your computer, especially if it stores personal information.

• Cash for food and gas, as ATMs may not be in service.

• Required medications.

• Phone or tablet and chargers.

Planning for pets

If conditions are unsafe for you, they’re unsafe for your pets as well. Research in advance which public shelters, lodging facilities or kennels can take care of your pets if you’re unable to bring them with you during an evacuation. If you have an exotic pet, try contacting local pet stores or zoological gardens located in a safe area. Your local SPCA or other pet-oriented organization can also likely provide information.

Additional steps to prepare your pets include:

• Making copies of your pets’ updated immunization records.

• Filling out a pet ID card with a recent picture, description, contact information, medical details, and care instructions.

• Compiling a kit with items like collars, leashes, medications, food, water, treats, toys, litter/pans, first aid supplies, and carriers.

Depending on the type of natural hazards your area is prone to, additional provisions might be needed. These precautions can provide a greater sense of security in the face of an unexpected disaster. Stay focused and plan accordingly.