Disasters don’t come with a warning, so it’s crucial to be prepared. Yet many people keep their vital documents at home, risking a significant loss if an emergency occurs.

To help you prepare, we’ll explain strategies for safeguarding your important documents in case of a disaster.

Key Takeaways

• If you choose to keep paper documents or copies on external hard drives, make sure they’re stored securely in a fireproof/waterproof safe or safety deposit box for added protection.

• A comprehensive digital storage platform like Trustworthy provides strong protection for your important documents. You can store, access, and share them securely, ensuring they remain safe no matter what happens.

• Regularly update and organize your records. Periodic reviews ensure your important information is current and easily accessible when needed.

Put Effective 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 may 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. Schedule dates to regularly review them, and update them when necessary.

Risk Assessment and Mitigation Strategies

Once you’ve identified the documents you need to protect, the next step is assessing the risks they may face. For instance, physical documents are vulnerable to fire or water damage, while digital systems require strong security measures. Trustworthy's platform includes encryption and multi-factor authentication to protect sensitive data, giving you confidence that your family's files are secure.

If you choose to keep paper documents or copies on external hard drives, consider storing them in a fireproof and waterproof safe. Oliver Morrisey, lawyer and owner of Empower Wills & Estate Lawyers in Australia, advises:

“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, if there are paper documents or data on hard drives that you want to keep, is to rent a safety deposit box at a financial institution. This way, your documents are protected from theft and environmental damage. 

Frequently Asked Questions

How often should you update your disaster recovery plan?

Review your disaster recovery plan at least annually or whenever significant life changes occur. Trustworthy's automated reminders can help ensure that your documents remain up to date and ready when needed.

How can you certify data security?

Implement strong access controls and encryption, such as those provided by Trustworthy, to protect your data. Trustworthy encrypts documents both during transit and while stored, ensuring only authorized individuals can access sensitive information.

You may occasionally need an original paper document, such as in most states, where an original will is required. However, Trustworthy remains valuable by making it simple to share the contents of a will with multiple family members.