Prepare your documents before an emergency
The nature of disaster and crises means they can happen suddenly and unexpectedly. Store your important documents ahead of time using digital or physical storage solutions.
Why keep documents safe
Preparing your documents before an emergency situation can give you peace of mind. It ensures you have access to essential information and can help you avoid more stress when you have to leave your home.
Steps to store your documents
There are many options when it comes to safeguarding your documents. You can choose one or more to make sure your documents are safe and can be accessed when you need them.
Pick options that work best for you.
Follow the below steps to keep your documents safe.
1
Choose which documents you will need
The documents you might need depends on your situation. Think about identity documents for yourself and family members. Do you own a property? Do you have a list of medications you will need to take?
Our document checklist tool gives examples of the type of documents you'll need to prepare in case of an emergency.
2
Physical document storage options
In preparing for an emergency, it can be helpful to gather your most important documents and keep them all in one place.
Ideally, these should be kept in a waterproof folder or fireproof safe to prevent them getting damaged if you need evacuate. Adding a folder to your emergency grab bag or survival bag can make leaving easier. The Rural Fire Service has a comprehensive list of things to include in your grab bag: Emergency Survival Kit
You can also consider using:
- a safety deposit box,
- a PO box, or
- leaving your documents with someone you trust if you know an emergency is coming.
There are some instances where you need to show original documents. In these cases, it’s best to know where your documents are and to take them with you if you need to leave.
3
Creating a digital back-up
Storing copies of your documents digitally can help to ensure that they are protected and secure. Cloud storage allows you to access documents from anywhere with an internet connection, using any device. This can be especially helpful during an emergency evacuation if you need to flee.
There are many digital options you can choose to store your documents. Choose the product or products that work best for you.
It is important to think about cyber security. If you can, add multifactor authentication, a strong password or encryption to your data to keep your documents safe online.
Let your family or close friend know where you have stored your documents in case you can’t access them.
Digital storage options
Mobile apps
The Service NSW App allows you to store digital versions of licences and credentials including your Driver’s Licence, Working with Children Check, and RSA/RSG.
You can also access a digital copy of your Medicare card through the Express Plus Medicare app.
Cloud storage
There are many cloud storage options available. Make sure to consider your specific cybersecurity and privacy requirements when choosing which product to use.
These services offer a secure and reliable way to store and access your documents from anywhere. These services also offer mobile apps that allow you to access your documents on-the-go, including offline. This can be especially helpful during an emergency evacuation when you may not have access to a computer or the internet.
It's important to protect your digital documents with a strong password to prevent unauthorised access. Make sure to choose a strong password and avoid sharing it with anyone.
Consider merging and compressing PDFs and other files to reduce the storage space needed.
USB or portable storage device
Scanning your documents and uploading them onto a USB or portable hard drive ahead of time means you can have all your documents in a safe place. You can also add a strong password so your documents are secure.
Placing your USB in your grab bag or emergency kit means you can leave quickly with all your important documents. The Rural Fire Service has a comprehensive list of other things to include in your grab bag: Emergency Survival Kit
Secure documents in a flashdrive as well a backup for cloud. You can store your documents in more than one place.
Choose which documents you will need
The documents you might need depend on your circumstances. In addition to identity documents for yourself and family, you may also need documents relating to property you own, or a list of medications.
Our document checklist tool gives examples of the types of documents you'll need to prepare in case of an emergency. Use the tool to create your own checklist.