Disasters don’t announce themselves, so you must prepare in advance. Typically, people keep vital documents in their homes, which can amount to a monumental loss when an emergency strikes, especially if there’s no backup. 

To ensure you don’t find yourself in this position, we’ll explain simple backup strategies to protect your vital documents during a disaster.

Key Takeaways

• Implement a multi-layered approach. Don't rely solely on one backup method. A combination of cloud storage like Trustworthy, external hard drives, and physical copies will provide the best protection.

• Regularly update and test backups. Verify that they’re up-to-date and functioning properly by conducting regular tests. This will help you identify and address any issues before a disaster strikes.

• Store physical copies of important documents in a fireproof safe or a secure location away from potential hazards. This will provide a tangible backup in case of a digital disaster.

Have Backup Strategies in Place Before Disaster Strikes

Document protection starts well before disaster hits. So, you must figure out an effective records management strategy and decide on the appropriate storage solutions to lessen the risk of potential loss.

Proper organization and storage is crucial if you want to protect and access your vital documents in case of a disaster. This typically involves identifying your important records and then putting strategies in place to reduce or eliminate any risks associated with their storage and security.

Vital records include birth certificates, property deeds, and legal contracts, and you need them in both personal and business operations. If there’s a disaster, any loss or damage can cause serious problems. 

The first step is to inventory these documents and then categorize them. Place them in the appropriate categories and schedule times to regularly update them. This helps you to quickly locate and retrieve necessary paperwork when needed.

Also, having a digital backup is an option you’ll want to explore. 

This is where a platform like Trustworthy comes in. Trustworthy is a cloud storage service that provides secure and encrypted storage for sensitive documents. You can also share different levels of access with other individuals who need access to your information. With Trustworthy, you’re covered even if your other backup systems fail. 

However, Oliver Morrisey, lawyer, owner, and director of Empower Wills & Estate Lawyers in Australia, notes that digital backups are just that – backups. He advises:

“Digital backups should be seen as complementary, not a replacement for the originals. In many legal situations, such as probate proceedings or property transfers, the original physical documents may still be required. This is why I always tell my clients to maintain a balance—having both the physical documents securely stored and digital copies as a backup gives you the best possible protection in the face of unforeseen events.”

Risk Assessment and Mitigation Strategies

Once you identify the documents you must protect, the next important step is to examine the risks they may face in the storage location. For instance, with physical storage, there’s the risk of fire, and in digital archives, there could be a data breach. 

When you put mitigation strategies in place, you can reduce these risks. If you keep your physical documents in a safe, ensure it’s both fireproof and waterproof. Also, be sure to keep it in a location you can easily access in the event of a disaster. For example, you don’t want to store it in a place you can’t easily reach when you’re trying to evacuate quickly.

You can also include encryption for sensitive data and setting up multi-factor authentication for accessing digital files, which you can do with Trustworthy. 

Also, remember to regularly review and update these strategies to ensure they remain effective. You can conduct test drills and simulations to confirm your document protection measures are indeed working. 

Practical Backup Solutions

Using an effective data backup method can work wonders, such as the 3-2-1 backup strategy. This means keeping three copies of your data, storing two locally on different types of media, and keeping one offsite, perhaps in cloud storage.

Storage Box 

When choosing a storage box for physical copies of your documents, ensure it’s waterproof and not just “water-resistant.” You can then place the box in a fireproof safe, protecting against the two major disaster elements. 

Lawyer Oliver Morrisey adds:

“Fireproof bags and safes are definitely worth the investment, but not all of them are created equal. Fireproof safes are designed to withstand extreme heat and even flooding to a certain degree, which makes them a reliable first line of defense. However, make sure that the safe is rated for the type of disaster you’re most concerned about—whether that’s fire, water, or both. Not all fireproof safes are waterproof, and vice versa, so check the specifications carefully. A good fireproof safe should be UL-rated and able to protect documents for at least an hour in extreme temperatures.”

Another option is to use a safety deposit box at the bank for important records you don’t need frequently, such as birth certificates or property deeds. This way, your documents are protected from theft and environmental damage. 

Cloud Based-Backup

Using a cloud-based backup solution for offsite storage offers you a great level of ease and security. So, even if your primary location is compromised, you still have a backup. Use a service that provides encryption, such as Trustworthy, which guarantees your documents have an extra layer of protection. 

Local Backups

You can schedule daily automated backups to ensure your data protection strategy stays efficient and reliable. Make sure your information management plan includes regular testing of backup and recovery processes as well. 

Frequently-Asked Questions

How often should you update your disaster recovery plan?

It’s best to review your disaster recovery plan at least annually or whenever significant changes occur in your life. This guarantees that your plan reflects the most current life updates. Keeping it updated allows you to be prepared for potential disruptions.

How can you certify data security in backups?

Implementing techniques like encryption and strong access controls is important. Encrypt data both during transit and while stored to protect confidentiality, which is exactly what Trustworthy offers. Ensure only authorized people have access to backup infrastructure, reducing the risk of data breaches.