Part II – Creating an Emergency File

More tips for Organizing Important Information

As you may recall from last month’s newsletter, I provided a list of some of the important documents that you “should” have in one, easily accessible but safe place. While there are many more documents than the ones I mentioned, this is a good start.

I suggest putting these documents in a three-ring binder with dividers for each section. You can also use an expanding file. Use whatever is easiest for you. I’m just thrilled if you get the process going (and your family will be too).

Make sure that whatever you wind up using is accessible and can easily be carried out of the house if and when necessary. Be very thoughtful about where you put this file. You do not want it to end up in the wrong hands. Store it in a waterproof safe that is bolted to the floor or hide a copy under a false name in a filing cabinet or on a shelf. Whichever you choose, make sure someone else knows where it is.
If you decide to keep this information on your computer, don’t forget to:

1) Encrypt & password-protect any folder or list you have on your hard drive
2) Remember the password & write it down someplace that is not accessible to stranger
3) Give it to a loved one who is not your spouse or significant other
4) Consider downloading the information and documentation from your computer to a flash drive & keep it somewhere safe;
5) You might also consider storing your important documents on a cloud server

Here’s a breakdown of what to include:

Financial Institutions & Insurance:
• Name, address, phone number & email of each company & your advisor/broker
• Account number(s)
• Location of Safety Deposit Box & key (you may want to include a description of the contents as well)
• Login Information (Password, Username, ID Number)
• Security questions or other instructions for accessing account(s) online
• All pertinent information of beneficiaries
• Name of anyone that has signatory power on the account(s)

• If you own one or more properties, a list should include the following for each property:
o The address
o Name, address, phone number & email of any co-owners
o Name, address, phone number & email of Mortgage company
o Type of Ownership (Include timeshares, rental units, etc.)
o If property is rented or leased include the name, address & phone number of the renter/lessee
o Where the Deeds can be found

Utilities & Other Service Providers:
• Name of company & type of service
• Account numbers
• Login information if you have an account on-line
• How & when bills are paid (e.g., auto withdrawal, mail, etc.)

• Passwords, User ID, Account Numbers, etc. for:
o Social media accounts (Facebook, Linked-In, Twitter, YouTube)
o Websites (personal & business)
o Email Host
o Domain Host
o Online Shopping Accounts (e.g., Amazon, eBay, etc.)
o Frequent flier accounts

Credit Cards:
• Name of Card
• Names of Cardholders
• Account number
• Security Code
• Expiration Date
• Make a copy of front & back of card

Last Wishes:
• If you haven’t done any pre-planning, this is your chance to let your loved ones know your wishes. Take some time to think about what you want with regard to:
• Funeral, burial, memorial service
• Preferred funeral home
• Specific requests:
• Graveside
• Pallbearers
• Cemetery plot location
• Type of casket or urn
• Obituary information
• Body/organ donor
• Burial clothing
• Preferred music

Medical Information:
• Names, addresses & phone numbers of treating physicians
• Allergies (include allergies to medications)
• Important diagnoses/disorders
• Important medical procedures
• Medical appliances (i.e.: pacemaker)
• Family history
• Medications you are taking
• Name, address & phone number of pharmacy
• Name, address & phone number of emergency contact

• List of Personal Property that has significant value including, but not limited to:
o Cars (list each one by make & model number if there’s more than one)
o Furs
o Artwork
o Antiques
o Family Heirlooms
o Jewelry
 List of who you want to have these items when you pass on. Make sure to attach a copy of the list to your will & make sure to give the executor of your will a copy as well.
 *Note: Be specific & describe the item if there’s more than one!

Insurance Information:
• Name, address, phone number & email address of broker
• Declarations Page
• Premium Amount & Due date
• Elimination period
• Policy number & Group number
• Policy period

• Name, address & telephone number of employer and/or immediate supervisor
• Copy of Employment Contract
• Copy of any Stock Certificates
• Copy of any Retirement Plans, Pension Plans, 401K Plans, etc.
Once again, this is not a comprehensive list but it’s a great start.

If you need help with an organizing project of any kind, give us a call. We’d love to help!