2023 in New Zealand has been disastrous and devastating with many Kiwis left in great despair with two flooding events in five days, Cyclone Gabrielle, and earthquakes hitting our country. Unfortunately, disasters can happen anytime, anywhere, and to anyone. And when they do, they can cause devastating damage to our homes, properties, and personal belongings. One thing that we often overlook when preparing for disasters is the safety of our important documents. Original copies of estate planning documents, passports, birth certificates, and other important papers are not only difficult but also expensive to replace if they are damaged or lost. To minimise this risk, it therefore is crucial to disaster-proof our documents to protect them from potential harm.

The Best Ways to Protect Your Documents

The first step in disaster-proofing your documents is to keep them in a safe place. Many people tend to stack their files in boxes and tuck them away in the attic or basement, which may not be the best idea. These areas are often prone to flooding, extreme heat, cold, or pests, which can damage or destroy your documents. Instead, find a spot in a room with a relatively constant temperature that is not prone to flooding or other hazards.

Consider investing in containers designed specifically for document storage, such as archive boxes or a fireproof safe. These containers will not only protect your documents from potential disasters but also keep them organised and easily accessible.

In addition to physical storage, consider digital storage options for your important documents. Cloud storage services like Google Drive or Dropbox allow you to store digital copies of your documents securely. This way, you can access them from anywhere and at any time, even if your physical documents are lost or destroyed. Ensure that you use strong passwords and two-factor authentication to protect your digital documents from any man-made disasters such as hackers.

An alternative method of keeping your important documents safe is to consider using a professional service to store them. This could include a bank safe deposit box or a document storage service. These services are designed to keep your documents safe and secure.

Let Someone Know…

Another essential aspect of disaster-proofing your documents is letting people know where they are kept. If you cannot access your documents due to a disaster, your loved ones or beneficiaries will need to access them to carry out your wishes or to provide necessary information. Ensure that the people who may need to access these documents know where they are kept and how to access them.

Documents to Consider Disaster-Proofing

• Estate planning documents: Wills, Trusts, Enduring Powers of Attorney, and other legal documents that specify your wishes and instructions.
• Identification documents: Passports, driver's licence, birth certificates, and social security cards.
• Financial documents: Bank statements, tax returns, insurance policies, and investment documents.
• Medical documents: Medical records, prescription information, and insurance documents.
• Personal documents: family photos, and important ancestry documents

When it comes to Estate Planning Documents, our experienced team here at Trustees Executors can help you keep your documents safe. A benefit in making your estate planning documentation with Trustees Executors is that we hold the original documentation so in the event that your documents are lost or damaged, we can easily provide you with a copy. Please feel free to contact us here or call 0800 878 783 to request a copy of your estate planning documents. 

The entire team at Trustees Executors would like to extend all of our aroha and support to everyone who has been impacted by the recent weather events in Aotearoa.