Protecting Your Important Files

So, you've created the perfect filing system, you can put your hands on any piece of paper in 30 seconds or less, and your desk is in order. What happens if your house burns down tomorrow -- would all of your vital records go up in smoke? If you had to go into the hospital or (heaven forbid) died next week, would your loved ones be able to find what they need to manage your affairs? There is much more to organizing than just making sure everything has a home. You need to make sure your important paperwork is PROTECTED and easy to access in the case of an EMERGENCY.

FIRE, FLOOD, OR TORNADO

I first started thinking about the value of protecting important records when my sister's neighborhood was hit with an F5 tornado. The houses I had grown up around were decimated -- in some places, there was nothing left but the foundation. Fortunately, there were very few casualties, but I watched on the news as the community tried to put itself back together again. As I thought about all of the things these people had lost -- their homes, their cars, their personal possessions -- I realized how difficult it would be to REBUILD your life without paperwork. How long would it take you to file a claim with your insurance company, if you didn't know your policy number? How difficult would it be to handle your finances if your checks, bank statements, and credit card info was destroyed? How could you get the help you needed without birth certificates, social security cards, and other personal information?

The goal here is not to be pessimistic, but PREPARED. You should keep a list of all your important numbers (bank account, credit card, insurance policies, social security) and contact information (addresses, phone numbers, and your contact person) for anything that you would need if disaster struck. You should also consider storing your vital records (birth certificates, wills, insurance policies) and your list someplace safe -- keeping copies in your everyday files for quick reference. Someplace safe means a safe deposit box, a locked drawer at your place of employment, your mother's house, or a fire safe in your closet. And it's also a good idea to leave copies of this information with your attorney and CPA -- the two professionals who will be most involved with your situation if you do face a major emergency.

IF YOU HAVE TO FILE A CLAIM

Another important piece of paperwork to consider is your HOUSEHOLD INVENTORY. If your personal possessions are damaged or destroyed, the insurance company isn't just going to write you a check for the amount printed on your policy. They are going to ask you to ITEMIZE everything that you lost and ESTIMATE its value. If you had to, right now, could you make a list of everything that you own and how much it is worth? Probably not. And it would be even more difficult during a time of crisis when you aren't thinking straight. So the key is to create your list before you are put into that situation.

You have several different options for creating a household inventory. The best choice is to walk around your house with a VIDEO CAMERA and record everything that you own. You are welcome to make comments about your belongings as you film -- “We bought that TV last year and it cost $600,� or “Grandma Miller gave us that table; it was made in 1865.� If you don't have a video camera, just take still SNAPSHOTS of each item. Then, you will need to estimate the year of purchase and the value at purchase of each piece. If you have the receipt, make a copy and clip it to your list. If an item is particularly valuable or an antique, you may wish to have an APPRAISAL done and include the appraisal with your list. Your household inventory should be stored with your other important papers -- but don't just stick it away and forget about it. You need to plan a time each year to update your list -- adding on any new items you have acquired since the last inventory.

MAKING IT EASY ON YOUR HEIRS

No one likes to think about death, but it is a fact of life. Grief is hard enough to handle, without having to deal with confusion over the deceased's paperwork and final wishes. You can make things easier on your loved ones by getting your affairs in order now. Start by creating a DOCUMENT LOCATOR -- listing where all of your important papers are stored. And remember that safe deposit boxes are often sealed at death, so keep your funeral arrangements and wills somewhere more accessible. Your family will need to know the location of the following records:

• legal (wills, powers of attorney, trust documents, special bequests, safe combination)

• family (birth/adoption/guardian, social security, citizenship, marriage/divorce, military)

• banking (trusts, loans, list of accounts, statements/cancelled checks, check/passbooks)

• investments (CD, securities, stock/bond/mutual fund, retirement plan, IRA, annuities)

• business (incorporation papers, contracts/agreements, computer back-up)

• deeds/titles/registrations (title insurance, property, home inventory, vehicles)

• insurance (life, other death benefits, property and casualty, health, homeowners, auto)

• funeral instructions (burial instructions, cemetery plot deeds)

• contacts (friends/relatives/business, attorney, CPA, insurance, broker, executor)

Indicate the location of each -- at your residence, office, in a safe deposit box (and where the key is!), or with your attorney, accountant, or brokerage house. Be sure to include the address, direction, and any other important contact information.

MEMORIES COUNT AS VITAL RECORDS TOO

Everything we've talked about so far related to legal or financial records. But what about your memorabilia? It is just as devastating (if not more so) to lose years worth of photographs and love letters as it is to have your important files destroyed. But you can take some preventative measures to protect your beloved memories, as well. If you are computer savvy, think about scanning your photos and storing them on a CD-ROM (which you put in your fire safe or safe deposit box). If you don't have access to that kind of technology, at least store your negatives (clearly labeled and organized chronologically or categorically) away someplace safe. In either instance, you can always have your photos reprinted if you need to.

You can do the same thing with physical objects as well. Take PHOTOS of your most beloved possessions, copy your favorite correspondence, and stash them all away in your fire safe. You might even consider getting a fire safe big enough to hold some of your original memorabilia. I purchased a fire safe that looks like a 2-drawer file cabinet -- the top drawer holds my photo albums and the bottom drawer is for important paperwork. Just remember that photos and negatives are more sensitive to heat than paper -- you will want a different grade of “fire proof� for these items.

acing a personal crisis is stressful enough, without the headaches of dealing with lost paperwork and missing information. But by taking a proactive stance, and a few preventative measures, you can save yourself and your loved ones a great deal of pain -- make the recovery process a lot quicker and easier.

Ramona Creel is a Professional Organizer and the founder of OnlineOrganizing.com -- offering "a world of organizing solutions!" Visit http://www.onlineorganizing.com for organizing products, free tips, a speakers bureau -- and even get a referral for a Professional Organizer near you. And if you are interested in becoming a Professional Organizer, we have all the tools you need to succeed. If you would like to reprint this article, please send in an e-mail request to ramona@onlineorganizing.com