Imagine arriving at your home or business only to find it burned to the ground. For too many people, that scenario is a frightening reality. To just about any home or business owner, a fire is the most detrimental of all disasters. Charred remains of furniture, equipment and personal belongings stand as reminders of what used to be. Even worse, many items may be burned beyond recognition.
While losing everything you own seems like a bleak forecast, all is not always lost. In fact, getting through the fire's aftermath depends on how organized you are before disaster strikes.
Chances are you have insurance for anything of value. You also have all sorts of paperwork that can help you get your life back in order, such as financial records, business records, and personal documents. As long as you take the foresight to protect these vital items, you can rebuild your home or business in no time.
Well-protected businesses and smart homeowners utilize one of the most indispensable storage tools ever developed: a fireproof file cabinet. In fact, most experts recommend that at least ten percent of your filing equipment be fireproof in nature.
Fireproof file cabinets are available from any office products dealer or catalog. They cost more than a standard metal file cabinet, but the investment is worth the price. You'll enjoy peace of mind knowing that should a disaster ever strike, your important papers will be protected and your business and/or personal life will quickly continue as normal.
However, simply having the correct file container is just the first step. In order to be fully protected, you need to make sure you have the correct items filed in it. For each person and business the list of documents to store in a fireproof cabinet will be different, but here are some suggestions to get you started.
1. Collect your important personal and business papers and information related to financial transactions. Clear off those desks, table tops and credenzas, toss the papers you no longer need and keep only what's vital. Most people will want to keep a record of contracts, insurance policies, payables, receivables, deeds, titles, licenses, tax records, bank account numbers, birth certificates, identification records, doctors, credit card statements, divorce decrees, investment records, marriage certificates, mortgage or other loan information, social security cards, trusts and wills. There are many other items you may wish to keep--decide what is important to you. Create a list of your filing system's contents so you can easily see what is available or what you still need to acquire.
2. Take an accurate home and business inventory. Rather than simply listing your items, break it down by room or office. This is a great cross-reference tool in case only one room of items gets damaged. Next to each item indicate its value and approximate date of purchase. Also indicate whether or not you have warranty or insurance information for the item on file.
3. Create copies of everything. Some copies may need to be certified, so allow ample time to get the duplicate copies you need. Put the important original documents in plastic covers to protect them. This will keep them clean and damage-free while preventing you from accidentally giving away an original. Store one set of copies in the same location as the originals and another set of copies in a location separate from your main filing system (such as a safe deposit box). Most important, notify the appropriate people where this important information will be located in case you are not available when it is needed.
4. Continually add relevant information to your filing system. As you go through your day, be aware of the kinds of information you should add. Identify a method, such as an index card in your pocket or mini tape recorder in your car, to make notes of new items as they pop into your mind.
Fire is one of nature's most destructive elements. But today's fireproof cabinets along with your careful planning can keep your home or business protected, even if it is burned to the ground. Reconstruction won't be easy, but it will be possible when you use the correct tools.
© Barbara Hemphill is the author of Kiplinger's Taming the Paper Tiger at Work and Taming the Paper Tiger at Home and co-author of Love It or Lose It: Living Clutter-Free Forever. The mission of Hemphill Productivity Institute is to help individuals and organizations create and sustain a productive environment so they can accomplish their work and enjoy their lives. We do this by organizing space, information, and time. We can be reached at 800-427-0237 or at www.ProductiveEnvironment.com
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