Assembling Critical Information for Quick Access
During an Emergency
A grab & go binder is a family emergency folder that contains copies of your essential documents, records, and emergency plans. It’s organized so well that you can find all the information quickly. It’s geared specifically toward managing your family in case of an emergency and rebuilding your life later. It's meant to be simple, straightforward, and small enough to grab and go.
Why Create an Emergency Binder?
Creating an emergency binder helps you keep your most important information in one safe, easy-to-reach place. In an emergency, that can make a difficult situation feel a little more manageable. Instead of trying to remember details or search for missing paperwork, you can quickly find what you need to make decisions, get help, and begin recovering.
Key Benefits
- Gives you quick access to important information.
- Creates a backup of critical information that could otherwise be lost or destroyed in a fire or other disaster.
- May help you apply for disaster aid, services, or benefits if you are displaced.
- Helps verify your identity while evacuating, staying away from home, and returning after a disaster.
- Reduces stress and confusion by keeping important information organized in one place.
- Makes it easier for a trusted family member or helper to step in if you are injured, absent, or overwhelmed.
- Serves as a useful backup and reference tool even if you never need it in a true grab-and-go situation.
3 Ways to make an Emergency Binder
There is no one right way to create an emergency binder. Some people prefer a physical binder they can grab quickly, while others prefer digital storage that takes up less space. Many families choose to use more than one method for added convenience and backup.
Physical Binder
Materials
- 3-ring binder
- index sheets
- page protectors
- envelopes
Binder Selection
While binders come in different widths, the thinnest binder should work for most families. Ultimately, you'll want it to fit easily in a grab & go bag without adding additional bulk.
Creating the Binder
- Gather files you want to save and make copies. In most instances, originals are not necessary and are discouraged.
- Organize your documents into logical sections. Labeled index sheets help keep each of these sections identifiable at-a-glance.
- Page protectors can be used to hold these documents and prevent them from falling out. Add additional envelopes to page protectors when helpful.
- Extra steps - copies can be laminated for further protection. Beware, this process will invalidate original documents.
Thumb Drive
Material
- Thumb Drive Storage
- Lanyard or keyring
- Small protective case or pouch
Thumb Drive Selection
- 64 MB: documents only
- 8 GB: good for basic home inventory and IDs
- 16 GB: good for detailed inventories and some videos
- 32 GB: recommended for a digital binder
General Steps
- Purchase a thumb drive that suits your storage needs.
- On a USB-compatible computer, create folders that are clearly named.
- Gather the documents you want to save and make sure they are in digital format.
- Scan all hard-copies and create files in easy-to-open formats such as PDF, using file names that are simple and easy to identify.
- Drag and drop each document/file into its corresponding folder.
- Drag and drop these folders to your thumb drive.
Cloud Storage
General Steps
- Choose a cloud storage service you trust.
- Secure the account with a strong password and multi-factor authentication.
- Create online folders that are clearly named and test that each file opens.
- Gather the documents you want to save and make sure they are in digital format.
- Scan all hard-copies and create files in easy-to-open formats such as PDF, using file names that are simple and easy to identify.
- Upload all documents/files into their proper folder.
Choosing Your Binder Method
Each option has advantages and tradeoffs, so the best choice is the one that feels practical, accessible, and secure for you and your family. Because these options may contain private information, it’s wise to think through how you will store, protect, and access them. Whether you choose a 3-ring binder, a thumb drive, or cloud storage, be mindful of privacy and take reasonable steps to keep your information secure.
Which options are best for you?
Physical Binder
- Easy to grab and quick to use.
- Takes up more space in one adult's grab & go bag.
TIP: Do not label the binder clearly. Disguise it as something ordinary, such as a child’s artwork folder.
Thumb Drive
- Small, lightweight, and easy to carry.
- Requires a computer and can be easy to lose.
TIP: Save files as PDFs, attach the drive to a lanyard or keyring, and store it in a small envelope or pouch.
Cloud Storage
- No physical item to store or take.
- You must be able to log in to your online account.
TIP: Use a strong password and make sure a trusted person can help you access the account if needed.
Which options are best for you?
3-Ring Binder
- A physical binder gives you quick and easy access to your information.
- It costs more to create, takes up more space, and can be damaged by fire or water.
TIP: For added privacy, avoid labeling the binder clearly. Some people even disguise the cover as something ordinary, such as a child’s artwork folder.
Thumb Drive
- A thumb drive is small, lightweight, and takes up very little room in your grab & go bag.
- You need access to a computer or compatible device to open the files, and its small size makes it easier to misplace.
TIP: Save files in common formats, such as PDF, so they are easier to open on different devices. It also helps to attach the thumb drive to a lanyard or keyring and store it in a small envelope or pouch for added protection.
The Cloud
- Cloud storage allows you to keep your information accessible without carrying a physical copy in your grab & go bag.
- You must be able to log in to your account, and access may be limited if internet service is unavailable.
TIP: Use a strong password and have a secure way to access your login information if needed. You may also want to give a trusted out-of-state family member access, or clear instructions for how to help you retrieve the information.
Storage Tips for Your Emergency Binder
Physical Binder
- Avoid labeling it clearly as “emergency binder” or “personal documents.”
- Keep it in a water-resistant pouch or zip bag to protect against spills, rain, and damp conditions.
- Store it in an adult’s grab & go bag.
- If possible, keep a second copy at home in a consistent location so everyone responsible knows where it is. Some people prefer a fireproof box or safe.
Thumb Drive
- Label it in a neutral way if you label it at all.
- Attach to a lanyard or keyring and place in a small protective case, envelope, or pouch
- Store it in an adult’s grab & go bag - protecting it from extreme heat, moisture, and rough handling.
- If possible, create a second thumb drive copy and store it in a fireproof box or safe as a long-term backup.
Cloud Storage
- Make sure you have a secure way to access it in an emergency.
- Use a strong password and enable multi-factor authentication
- Keep recovery details in a sealed, unlabeled envelope inside a trusted adult’s grab & go bag.
- Give a trusted out-of-state family member access so someone else can retrieve documents if needed.