Everyone thinks about food and water, but during an emergency official documents often prove equally important. During a house fire, flood or sudden evacuation you haven’t got time to gather papers. With a simple evacuation folder you have everything immediately to hand.

This week you ensure that your most important documents are safely collected.

What are you going to do this week?

Create one folder in which you keep all the documents you need if you have to leave your home suddenly. Keep the folder in a fixed, easily accessible place and ensure that all family members know where it is. This will take you an hour at most, but can save you a lot of stress later.

🔗 discover here how you can put together an emergency plan

How to tackle it

1. Get a sturdy folder

Use a water-repellent document folder or a plastic folder with a zip. This keeps your papers protected from moisture and dirt.

2. Gather your identity documents

Make copies of amongst others:

• identity cards
• passports
• driving licences
• residence documents
• marriage certificate or cohabitation contract (if applicable)

The original documents remain where they normally are, but the copies can go in the evacuation folder.

3. Add important insurance documents

Include copies of:

• buildings insurance
• family insurance
• car insurance
• hospital insurance
• travel insurance (if relevant)

Also note down the telephone numbers of the insurers.

4. Store medical information

Provide an overview of:

• medication used
• allergies
• blood group (if known)
• contact details of GP and pharmacy
• children’s vaccination records

This can be useful when you unexpectedly need medical assistance.

5. Add financial details

Write down:

• IBAN of your bank account
• contact details of the bank
• policy numbers
• emergency numbers to block bank cards

Never keep PIN codes in this folder.

6. Make a digital version as well

Scan all documents and keep them:

• on an encrypted USB stick
• or in a secure cloud environment

Check regularly whether the files are still readable.

7. Agree on a fixed location

Put the folder in a place where everyone in the family can find it quickly.

For example:

• in the hallway
• in the cupboard next to the front door
• in the bug-out bag

What matters is that you don’t have to search for it.

What do you need?

• document folder
• printer or scanner
• a few plastic folders
• USB stick (optional)

Common mistakes

• Only keeping the originals.
• Not making a digital back-up.
• Hiding the folder somewhere so that no one can find it.
• Leaving outdated documents in it.
• Keeping PIN codes or passwords with it.

Why this really matters

After a house fire, flood or other emergency, government services, insurers and banks almost immediately ask you to provide documents. Anyone who still has to search for everything or apply again loses valuable time. A well-prepared evacuation folder prevents a lot of paperwork at a time when you already have enough worries.

ESSENCE

✅ Gather the most important documents of your family in one folder.
✅ Make a digital back-up as well.
✅ Keep the folder in a fixed place that everyone knows.