We're All at Risk From Natural Disasters. Here's My Plan for Safeguarding and Recovering Vital Records

CNET

5 hours ago

Earlier this year, devastating wildfires swept through Southern California, including the Palisades and Eaton fires. These blazes, intensified by prolonged drought and hurricane-force Santa Ana winds, led to the destruction of more than 16,000 structures and claimed numerous lives. These wildfires came just weeks after Hurricanes Helene and Milton battered the southeastern United States, causing widespread flooding and infrastructure damage across Florida, North Carolina and beyond.
I personally experienced the gravity of those hurricanes, and have since volunteered with communities in western NC (where I used to live) and Florida (where I live now) to rebuild and mend these communities. Through my volunteer work, I've witnessed firsthand the setbacks and frustrations that can arise from losing important personal records and IDs.
The increased frequency and severity of natural catastrophes, driven by climate change, means preparation is absolutely necessary. While natural disasters can cause significant damage, including the loss or destruction of vital documents, prompt action can help you recover and restore these important records. Here are key steps you can take to handle damaged documents after a disaster strikes as well as how to prepare and secure those vital records before a calamity happen.
For more, read how to protect your home during a hurricane and how to pack an emergency go bag before the next natural disaster strikes.
3 steps to take if documents are damaged after a diaster
If a disaster has taken a toll on your documents, you'll need to assess the extent of the damage to determine the appropriate recovery method. You may be able to clean the documents yourself, seek professional help in recovery or you may have to replace the documents entirely (more on this later).
Clean and dry damaged documents
If your documents are wet or crumpled, but not severely damaged, you can follow these steps to attempt to restore them:
Separate documents: Gently separate stuck-together papers to prevent further damage.
Rinse carefully: Use distilled water to rinse off any dirt, debris or contaminants.
Dry properly: Lay documents flat on absorbent paper towels, changing them as they become wet. Avoid using direct heat sources, like hairdryers, as they can cause further damage.
For photographs and books:
Photographs: If they're stuck together, consider soaking them in distilled water to help separate them.
Books: Stand them upright with pages fanned open, placing absorbent paper between pages to aid in drying.
Use professional document recovery services
For severely damaged documents, especially those with mold or extensive water exposure, consider hiring a professional document recovery service. These experts use specialized techniques, such as freeze-drying and vacuum freeze-drying, to salvage documents without causing further damage.
Replace lost and ruined documents
If documents are beyond recovery, like if they were burned in a fire or swept away in a hurricane, it's best to contact the relevant agencies to request replacements:
Social Security card: Visit the Social Security Administration's website to apply for a replacement.
Driver's license: Contact your state's Department of Motor Vehicles or tax collector.
Birth or marriage certificates: Reach out to the vital records office in the state or county where the event occurred.
Insurance policies: Notify your insurance company to obtain copies of your policies or insurance cards.
You can also contact FEMA, state and local agencies, and nonprofit organizations, like the Red Cross, for assistance and expedited processes for replacing identification and property records.
4 steps to prevent future losses before a natural disaster
To safeguard your documents against future disasters, always make sure you have digital backups, fireproof and/or waterproof storage for physical documents and an emergency plan in place.
Assess documents
Begin by identifying and prioritizing the most crucial documents. Photos and books will not be as high a priority as your personal records that include:
Personal identification: Birth and marriage certificates, Social Security cards, passports and driver's licenses.
Medical records: Immunization records, prescriptions and health insurance information.
Financial documents: Bank statements, tax records and insurance policies.
Legal documents: Wills, powers of attorney and property deeds.
If you have forewarning that a natural disaster is about to hit, like with a hurricane, you can spend the days before prepping these priority documents, then move out to protecting less important records and items.
If you live in a wildfire-prone region where evacuations occur with little to no warning, make sure you already have a secure place to stash your priority personal records, like a safe or cabinet, so you can quickly grab them in a split-second in the case of an emergency evacuation.
A fire- and waterproof safe, chest or lockbox is ideal for keeping important documents protected during a natural disaster.Digitize and secure your important documents
Before a natural disaster strikes, scan and upload important documents to secure cloud storage platforms like Google Drive or Dropbox.
This foresight can prove invaluable when physical copies are lost in a natural disaster; you can focus on one less task during the recovery.
Invest in disaster-resistant storage
While digital backups are essential, certain original documents are hard to replace or may be priceless to you and your family. Of course, losing an ID or insurance card during a disaster can be frustrating but it's less emotional than, say, losing baby pictures, wedding pictures, handwritten notes and family albums.
To protect these, I recommend using fireproof and waterproof storage solutions.
Products like the Honeywell 1108 Fireproof File Chest offer UL-certified protection against extreme conditions and temperatures, ensuring that critical documents remain intact during disasters. I personally have the Honeywell 1114 Lightweight Fire and Waterproof Chest to store my important documents and family heirlooms, and it has been a worthy investment, getting me through several hurricanes over the years unscathed.
By taking these steps before and after disaster hits, you can effectively recover and protect your important documents and ensure you're prepared for any future emergencies.
For more important tips, explore this natural disaster guide and learn how to apply for FEMA assistance.