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4 Steps to Help Keep Important Documents Safe in Case of Emergency

22 Jun
4 Steps to Help Keep Important Documents Safe in Case of Emergency

4 Steps to Help Keep Important Documents Safe in Case of Emergency

Did you know that keeping disorganized records can interfere with the effectiveness of your insurance? It sounds far-fetched, but it’s true. Whenever an accident happens, the first thing insurers need is information about your assets. Information which mostly exists on paperwork and official records. This is why filing personal documents systematically is important for insurance. Project Manager Athena McNelis advises that “Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear, get lost or dirty… A good filing system helps you to be organized, efficient and transparent.” Here are a few tips on how to store your documents securely:

STEP 1 – Go Green:

Instead of archiving all your documents in physical folders and cabinets, store the majority of your records in digital form. Electronic devices have a much higher storage capacity, and they’re portable. It’s also easier to make backup copies of digital files.

STEP 2 – Make a Home-Inventory:

Every time you purchase an insurable asset, take some time to document it in a homemade spreadsheet. Use this journal to record information such as purchase dates, cost/value, and other relevant descriptions. Home-Inventories make a huge difference when processing insurance claims.

STEP 3 – Use Special Stationery for Sensitive Paper Records:

Certain records and documents are supposed to be kept in paper form throughout our lifetimes. This is because they play an important role in various contractual transactions. Such documents should never be exposed to the elements. They should be stored securely, in durable stationery, so as to prevent wear-and-tear. These documents include:
  • Birth certificates.
  • Social Security cards.
  • Drivers licenses.
  • Miscellaneous Government-Issued ID.
  • Academic records.
  • Health records.
  • Tax records.
  • Title deeds.
  • Appraisal documents.
  • Estate-planning documents.
At the very least, keep such paperwork in long-lasting binders and document-sleeves. And use any innovation you can think of to shelter them from the elements.

STEP 4 – Invest in Weather-Proof Permanent Storage:

Once all your documents are digitized and sorted in durable folders, store them in a container which is water-proof. If you can afford to buy a safe which is fireproof as well, that guarantees even more protection. Do everything you can to prevent your records from being destroyed in case of flooding or fires.


When people think about insuring their assets, they tend to concentrate on money. They calculate how much insurance will cost, and they calculate the compensation that comes from claims. All this is well and good, but benefitting from insurance also depends on a commonly overlooked task. Organized filing. Unless you keep your records in order, it’s entirely possible to lose out on the protections which are facilitated by insurance. For more information, visit our website or give us a call at 1-800-639-7654 to find out how Adriana’s Insurance Services can help you stay safe. We got you covered!