Having a grab-and-go binder for emergency situations is smart and practical.
It makes life easier and could be life-saving in the event of an emergency – at the very least it will allow you to immediately begin helping your family members.
This article will help you learn how to prepare a binder, and our free PDF download has all the sheets you need to manage your information.
Why Have an Emergency Documents Binder?
Unfortunately, emergencies happen.
And during those times, it is not always realistic to think you will remember every thing you need to in the event an emergency happens. Doctors numbers, policy numbers, all that data that you might need is probably scattered and will be stressful to find.
This binder will prevent that added stress from happening.
It will be the one thing that will bring you some peace of mind during a difficult time.
Making insurance claims, searching for missing loved ones (heaven forbid), staying in touch with family and friends, traveling around the country, and accessing your financial accounts are all simpler when you have completed a grab-and-go emergency binder.
You can read through the comments below to see many, many situations when people have used their binders on normal days as well as in an emergency.
Steps To Make An Emergency Binder
I’m going to walk you step-by-step through the process of building your own important document folder/emergency grab-and-go binder.
I keep our binder in an area that is safe and well-hidden. I will address safety concerns about having an “in case of emergency binder” below – know you are wondering about it!
Step #1: Gather Documents
Gather your family’s important documents.
Keep these documents in various categories or sections in a 3-ring binder.
For items/documents that do not fit well on a 3-ring binder, use a sheet protector or a more secure “pocket” to hold all the documents that pertain to that person/section.
You might consider creating the following sections:
- Emergency Plan (include an evacuation plan, cash, maps, family photos, etc.)
- Important Phone Numbers (use the forms linked to later in this post)
- Family Identification (Birth cert. Ids, military records, social security, immunization, etc…have one sheet protector or pocket for each family member’s documents)
- Testamentary Documents (wills, trusts, etc.)
- Property Documents (deeds, titles, etc.)
- Insurance Documents (policies and ID cards)
- Tax Documents
- Investment Documents
- Legal Documents (marriage/divorce cert, prenups, child custody, utility bills, etc.)
- First Aid (quick reference sheets, detailed medical info on family members, etc.)
Step #2: Evacuation Plan
If you are ever asked to evacuate, you likely won’t be thinking clearly.
Take a moment now to plan out (and write down) what you will grab, where you will meet, and how you will communicate.
Place your evacuation plan at the beginning of your binder where you can quickly refer to it if needed.
I also strongly suggest adding a recent and past family photo here. If you were to lose a child (during a natural disaster or otherwise) and then find him/her, you may have to prove that he /she belongs to you.
This would be especially true if the child was injured / incoherent and unable to recognize you for any reason. Having an older and more recent family photo is one very quick way to prove that this child does and has belonged to you for some time.
I use a 5×7 photo sheet protector for our two pictures and update them each time we have a new family picture taken.
I also keep cash, a map, and an extra set of credit cards in this section of my binder.
Step #3: Record Emergency Phone Numbers
There are likely many phone numbers that you may need in an emergency but don’t use regularly. You don’t want to waste precious time trying to look these numbers up.
Take a moment to write down phone numbers that may be important to your family in an emergency such as poison control, a nurse line, your utility companies, etc.
You might also consider adding these numbers to your phone. Yes, there are some emergencies where you won’t have access to your phone, but many times you will.
You might consider printing this page twice: once for your binder, and once to post in the pantry for babysitters, etc.
Step #4: Record Family and Friend’s Numbers
If you didn’t have access to your phone (or it had died and the power was out), how many phone numbers would you be able to remember?
I wouldn’t know more than my own, my mom’s, and my husband’s phone numbers.
If you want to be able to communicate with family and friends during a power outage or other emergency, you should write their numbers down.
Once completed, add this form to the correct section of your binder.
Step # 5: Medical, Financial, Utility, and Insurance Numbers
Medical providers, financial and insurance accounts, and utility providers are all people we typically don’t contact that often. Yet, in an emergency situation, we may need to do so quickly.
Write down phone numbers and other information for your medical providers, financial and insurance accounts, and utility providers.
This may be useful not only for you, but if someone else needs to access those accounts for you and/or if you need to access them away from home, but can’t remember passwords, account numbers, and phone numbers, etc.
Once completed add these forms to the correct sections of your binder.
Step # 6: Create ID Forms
Create a form with important information for each family member.
Include things such as eye color, hair color, distinct markings, etc. Be sure to also include a recent picture (and update it at least yearly for children). Consider including fingerprints and DNA (a piece of hair will do).
I created my own ID forms back in 2011 after searching for a free one online and not finding one I liked. If fact, that is how this whole post started.
I keep a copy of these pages in my binder and a 2nd copy with me at all times. If I were to ever lose my child, I’d want the police to have all their information as quickly as possible. I’ve heard horror stories of mothers who can’t remember their children’s birth dates (read similar stories in the comments below), eye color, etc. b/c they are so distraught with worry.
I don’t want that to happen to me.
Tips for Fingerprints:
- Do not “roll” your finger when pressing it on the paper. This can cause the ridges to distort. Also, don’t use too much ink: practice on a piece of paper first!
- From one of my great readers: “Doing your own fingerprints at home can sometimes be difficult because of smudging, etc. Another option is to get a fingerprint card taken at any local police station/sheriff’s office. It’s free at my local police station, but sometimes they charge a small fee. You just need to take a photo ID with you when you go.”
Behind each ID (in the same sheet protector/pocket), I keep that child’s birth certificate, shot record, social security form, etc. My kids have no allergies or health concerns, but if they did, I would keep details on that info in this sleeve as well.
If your child does have allergies, I suggest you read TJ’s Survival Kit Series advice (she is a reader here) about what she does for her kids.
You might consider printing ID forms for your binder and to keep with you (in the car / your purse etc) in busy places where a child may get lost.
Also, consider filling out an ID form for your pets.
Hazel, one of my readers who is a veterinarian recommends the AVMA’s (American Veterinary Medical Association) brochure on Animal Emergency Preparedness. It is available for purchase as a brochure, but it is also available for FREE as a pdf download.
Once completed, add these forms to the correct section of your binder.
Step #7: Gather and Record Log-in Info
I keep a printed copy of all our log-in information for our various online accounts including banks, insurance, cell phone, school loans, Facebook, email, etc. I do not save this anywhere on my computer, but I do use Dashlane which is a secure cloud storage app.
This is probably one of the riskiest things to have in y our binder, so consider what is best for your family when choosing to include / not include this information. You can find tips for creating secure passwords in one of my past articles.
If desired, add this form to your binder. I hide mine between other less confidential forms so that only I know where it is at.
Step # 8: First Aid
Even if you have basic first aid training, you may not remember it in a disaster situation. Keeping shorthand notes of important first-aid procedures can help.
Make sure you also note any medications your family members are taking in case medical professionals need this information.
I like keeping this info right at the front of my binder so I can quickly access it if needed.
Step #9: Finish Assembling Your Binder
Add all the other documents you gathered in Step #1 to the appropriate sections of your binder.
Step #10: Download The Printable Emergency Forms
I know you likely don’t have time to create all these pages for your grab-and-go emergency binder, so I’ve made 18 forms available for you to print for free!
Also, the #1 question I have gotten about this post is “Where can I find a waterproof, fireproof safe that will fit 8×11 documents and is reasonably priced?”. Well, I use SentrySafe H230.
Concerns About Document Safety & Security
I’ve had many, many people comment or send me emails about their concerns over this post and the security of placing all your important documents together.
Some have been very kind, others, not so much. Remember, I am just trying to help! If you do not agree with my process, at least be nice when telling me.
Yes, having all this in one place creates a risk.
But there is a risk of having one – and not having one.
You have to weigh which risk is less scary to you. For me, I’ve decided the risk of not having it is scarier than the risks created by having it. My binder is very well hidden and does not call attention to itself.
The risks of not having this folder and needing it are much more common (just read the comments below for times people wished they’d had one), and I feel “safer” having it.
If you don’t, then, by all means, don’t make one!
If you are nervous about the risk and some other ideas, read the comments below, there are lots of great ideas from my fabulous readers!
Do You Have A Grab And Go Binder?
Leave me a comment and tell me your thoughts about this folder.
Do you have one? Will you be updating it? Will you not make one? Why?
Becky is a wildlife enthusiast and pet and livestock care expert with a diploma in canine nutrition. With over a decade of experience in animal welfare, Becky lends her expertise to Simple Family Preparedness through insightful info about pets, livestock, bee keeping, and the practicalities of homesteading.
How much money per person do you keep – or if you don’t want to say, how did you calculate how you needed/wanted to have?
I didn’t really use any organized system to decide Hilary and in fact, I still add to it. I just decided how much I could afford to add monthly and then just build it up bit by bit. Right now, I think I have about $150 per person.
And really, for three days, that is going to be plenty. But if you end up dealing with trouble for more than 3 days, you’ll want more…..
I know that isn’t exactly what you were wanting, but hopefully still a bit helpful!
Sure, there may be a risk to this…but you have a social security card somewhere no matter what, right? What’s the different if it’s in your wallet, your desk, or in a binder like this?
No reason to be rude. This is really helpful, in my opinion. Just customize it – if you don’t like having your fingerprints in the book, don’t add them. Yeesh.
Thanks for the incredibly helpful post!
Well thank you for your kindness Aubrey!
Thank you for the info! I already have a binder, but this is definitely going to help me update it! I’m really glad I read this! I love the idea of the Adult and child ID cards, especially in case (god forbid) something happen to one of us! This makes me want to leave work and go buy a whole new binder and start over to make it perfect! Thank you so much!!!!!!
I just love this survival kit, however, I do have one question. You said to add $1 per person in your family or use quarters. I was just curious as to why? And what are the $1’s for?
Thank you!
Could you possibly do a sheet for tattoos? Somewhere you could put a description, location, photo, etc? A lot of times, people are identified by tattoos alone.
I came across this as a post on my facebook. I love the idea. This is exactly what I needed to help get me organized and with a plan. Living where there are tornados, this plan is a must. Thank you so much.
Saved the pin a while back but just now getting back to it — thanks for the terrific info— I’ll also have to make this a priority and squeeze time in to put it together. I try to be this organized but fail most of the time– this really helps get the motivation going !!
I am reading this because I saw a link to this post on Pinterest and am always looking for ways to better prepare my family for an emergency. We live in southern Louisiana and hurricanes are a pretty common occurrence for us. We have a little firebox that we have always kept all of our information in, but I really like the idea of a binder better. You have much more information in your binder than I keep in our firebox, and it seems to be more easily portable. I will be updating my records ASAP (definitely before hurricane season!) AND I plan to read through this whole series. Thank you so much for taking the time to put this together and share it!!
This is absolutely great I am a retired Marine, 63, and I wouldn’t have thought of all this. Thanks for your hard work.
Misty, As a foster parent and future adoptive parent, I need to be organized and your information is a life saver. Thank you so much for sharing your organizational tips with us. I strive to be better organized and this will help me out a lot.
Hello, I just found this post and I truly appreciate it! I am a bit OCD myself and having this kit all together will make me feel so much better! I am just a newlywed but am still going to but this together for my husband and I, but how can I edit the docs? I am having trouble editing the text boxes and don’t want to delete and start over because I want to use your bullets as a guide for mine!
Appreciate the help!
Thanks, Caitlin
From one OCD gal to another high five. We have in the back of our minds what if something happens to my child?! I love that you put a form together on your spouse because I never thought about having that information on us!!!
Ok a couple things that might help and forgive me if I am repeating anything on here I haven’t gotten too far into the site but wanted to share my experience from my days as a 911 dispatcher.
Fingerprints don’t change after 6 months of age so the good news is once your child hits one you won’t ever have to struggle with this again! However once a child is older and can help instead of hinder you might want to make a clean set. Watch for child safety events in your town. A neighboring town had a great child information kit including a swab for the inside cheek. I believe these kits are also available online but not sure where.
Calling 911 it is important to prepare a child on how to call 911. We would I encourage parents to call ahead of time on the non emergency line to let us know they were going to call. Then have your child dial 911 and speak with the call taker so they can see this is a nice person that is there to help. We teach our children that you don’t call 911 unless it’s and emergency so this gives them a point of reference if they need it! You can also go into most police and fire departments and get a tour which might help your child with who to approach etc.
Another thing that we never think of is how to use a fire extinguisher you never know when your child might need to do this.
I hope some of this helps, I always wanted to put a program together for schools but never was able to. Yes we need to talk to our child about bein prepared for the worst not just about drugs!
I have to disagree with you when you say not to roll your fingerprint. I was a forensic scientist for quite a while and you absolutely should roll your fingerprint in order to get the full print. You don’t always touch everything with just the pad of your finger. Having a rolled print ensures that if a print comparison needs to be made it can be made from any portion of the print. True, smudging is a concern but use of minimal ink and a steady slow roll will help.
Thanks McCoko. I appreciate your opinion and apologize for my late response. That was a tip I got from the police department. They said that most who try to do fingerprints on their own do a poor job and that an incomplete print is better than a totally smudged one. But maybe with the minimal ink and steady slow roll it would be okay. I may include both in mine!
Unfortunately this may result in long-lasting dermal discoloration, permanent scarring of the skin and even social problems.
You are eating the wrong foods if you have a heart attack.
If the doctors were right about the food, however, they would have
easily helped you clear your acne with their drugs.
SINCE MY HUSBAND AND HAVE TURNED 65 YEARS OLD, I HAVE BEEN CREATING OUR SURVIVAL KIT. I HAVE ALL OUR FUNERAL ARRANGEMENTS AND THE PAPERWORK INVOLVED, I MADE COPIES OF ALL OUR INSURANCE POLICY #’S, OUR WILL, THE DEED TO OUR HOME, BOTH CARS, CRYPT SPACES, OUR SS CARDS, OUR DRIVER LICENSES, ETC…I PUT THE ACTUAL PAPERS IN A FIRE SAFE AND MADE AN ELECTRONIC COPY ON A FLASH DRIVE AND GAVE IT TO OUR SON…LOVE YOUR SITE..KEEP UP THE GOOD WORK………DIANE JONES
Thank you so much for compiling this list. I especially love the Pet ID page. Not having children, my pug Cisco(grumpiest and laziest dog ever!!!)is my baby. So finding something that would be beneficial for him and me is awesome! In the military we had something similar as to what you have but ours is called an “I Love Me” book, as it’s to pertain all important documents a soldier should have. I was originally looking for a specific list of important documents to keep together because due to a lot of ADD and a love of sheet protectors I end up with a book of important and unnecessary documents. So I was looking for something to help me organize. If you by chance have a important document list for us ADD and page protector love challenged people I would greatly appreciate it! 😉
Thanks so much! I’ve finally got all the vital records easily organized and in case of an emergency I can grab it and go. Once it was all organized I realized I was missing one child’s SS card and that we didn’t have 2 of the adopted children’s new Birth Certificates. Now getting these items is on my to do list and it’s not going to be a big panic when we need them. This was a life saver when we had to find the girls birth certificates quickly this summer. I can understand everyone’s security concerns my suggestion would be not to label it and stick it in a random spot. Thanks so much for the suggestion and I’m glad mine is done.
I’m glad it is done too Kyle! Thanks for the kind comment and tip!
Great site will be back. I’m almost 65 & a recent (2yrs) widow. My youngest daughter and her husband live with me along with my 11 year old adopted son. I have only started this past year with prepping on a larger scale. So glad to have a site like yours. Also, happY to you have included prepping for pets. Thank you.
Hi Carrol! Welcome! I’m glad to have you hear. Don’t ever hesitate to email me if you have any questions!
I have a binder, will add more to it, but I will also be copying everything digitally, encrypting it, and storing it in the cloud at my paid backup site. If we, who are retired seniors, have to evacuate, we will go to one of our sons’ homes in another state. We will be able to access everything from there.
This is all very valuable information. From one who grew up in tornado alley and now lives in hurricane heaven, I understand the risks from disasters and the value of being well prepared for anything. Thank you so much!
You are very welcome Barbara. I’m glad you found it helpful and am grateful for your added tips!
We also have a evacuation plan if you are not at home; who picks up which kids from their schools if we are at work, a family meeting place if we cant get to our home. Our teenager knows where to go if he is out and a major event happens knowing cellphone probably wont work well.
Thanks these templates are awesome!
Rachel
Great idea Rachel! Thanks!
Thanks for taking the time and effort to bring this preparedness idea to our attention. It truly is one of those “pros” and “cons” ideas given the direction society/government has taken. Keep up the good work, glad to have discovered your site, and God’s blessings upon all who visit here.
If you are hook on scientist and technology, I think you will hear about him
at least one time. Luckily, several pioneers have worked hard and collaborated on Tesla’s work over the years.
Is the Nikola Tesla free energy generator concept a scam.
An outstanding share! I’ve just forwarded this onto a
colleague who has been doing a little research on this.
And he actually bought me lunch due to the fact that I stumbled upon it for him…
lol. So let me reword this…. Thanks for the meal!! But
yeah, thanks for spending the time to discuss this matter
here on your web site.
As a mother of two small children, a pet and spouse this weeks comments make me realize that I am no way ready for an emergency. I do have a CHIP kit that I did 3 years ago with DNA and etc from our local police department but nothing with our financial records or updated pictures and information. Thank you for posting all of is. It is going to be my next project!
This….is amazing! I’ve done the same thing with my documents and necessities. Way to go!