How to Create a Senior Emergency Binder for Your Family

As people age, it becomes increasingly important for them to have their affairs in order. People naturally accumulate different possessions, assets, and responsibilities over the years. You may know about your own affairs, but your loved ones don’t always have that same information.

Emergency binders are a valuable tool to ensure that your family has all the information they need when they need it. Whether your family is going through a crisis or simply needs to check something, this collection of documents and details provides both details and peace of mind for seniors and their loved ones. Keep reading to learn how you can assemble an effective emergency binder for your family.

How to Set Up an Emergency Binder for Seniors

The first step of making an emergency binder is to find the right organizer for your needs. There are a variety of three-ring binders available in assorted colors and styles, so make sure whichever option you choose has the following features.

• A water-resistant, sturdy cover that won’t easily break down over time.
• Plastic sleeves that can contain documents and other loose papers.
• Colored, write-on index tabs to clearly mark each section for easy recognition.
• Enough space to add more files and other documents with ease.
• Snaps or elastic bands that are easy to open but will keep the binders’ content secure.

Once you have an ideal binder, it’s time to fill it with everything you and your family may need in the future. It’s best to set up different sections within your binder to keep it organized. Here’s a breakdown of different sections and the important documents and information to include within them.

Personal Information

The first section is devoted to important background information. This section should include several different personal details and legal documents.

• Full legal name and any previous names
• Date and place of birth
• Social security card/number
• Driver’s License or ID # (if applicable)
• Passport information
• Birth certificate and adoption papers
• Marriage certificate or divorce papers
• Recent photograph
• Pet information (microchip number, vet information, and vaccination record)

Emergency contacts

There are a variety of people that may need to be contacted during an emergency. Keep a list of different family members, close friends, attorneys, and anyone else who someone may need to contact in case of an emergency. This list should include the following details. 

• Full name (including nicknames if they answer to one)
• Phone number
• Email
• Address
• Relationship to the senior
• Instructions for how to contact them

Financial information

Keeping track of finances and assets is a lot of work, especially following an emergency. An emergency binder gives loved ones a space to keep an updated financial checklist with relevant documents in case they need them.

• Banking information
  • Checking accounts
  • Savings accounts
  • Money market accounts (MMAs)
  • Certificate of deposit accounts (CDs)
  • Existing credit cards
• Tax returns from the past seven years
• Regular bills and payment details
• Retirement plans and investment accounts
• Pension documents
• Social Security benefits information
• Annuity contracts
• Savings bonds, stock certifications, and brokerage accounts
• Safe deposit box location and access information
• Property deeds
• Vehicle information
• Business agreements
• Debt and loan documentation
• Financial power of attorney

Insurance Information

Insurance policies play a crucial role in emergencies and end-of-life planning. Keep a log of any different policies and notable details to make sure that loved ones can easily access and understand what those policies cover.

• Health insurance policy details
• Life insurance policy information
• Long-term care insurance details
• Homeowners or renters’ insurance information
• Auto insurance policy details
• Any other relevant insurance policies

Medical information

While you never want to deal with a medical emergency, it’s important to be prepared. Keeping track of different medical information gives loved ones quick access to essential details they may need in an emergency, including: 

• Different healthcare providers, including their names, reason for seeing them, and contact information
• Preferred hospitals and other medical centers
• Current medications and dosages
• Allergies and reactions
• Prior hospitalizations, major surgeries, and notable medical history
• Chronic health conditions
• Vaccination records
• Medicare or Medicaid information

Legacy plan

While only a third of U.S. adults have estate plans in place, having these documents can protect both their own final wishes and their loved ones. An official legacy plan can include all the following details and documents:

• Living will.
• Wealth and asset designation and distribution.
• Financial plan to minimize taxes.
• Guardianship arrangements for applicable loved ones.
• Long-term care plan.
• Orders to carry out final wishes.

How to Store an Emergency Binder

Now that you have your binder assembled, it’s time to keep it in a safe place. There are a variety of threats that can pose problems for your binder, ranging from water damage to people trying to steal sensitive information. The following measures can help you store an emergency binder in a place where only you and your loved ones can reach it.

• Keep the binder in an interior room that can’t be accessed through a ground-floor window and can be locked while the house is empty.
• Store the binder in a safe, locked drawer, or some other secure space that requires a key or passcode and can’t be broken into easily.
• Shred any old or unnecessary records that contain personal information.
• Let trusted loved ones know where the binder is stored and how they can access it in an emergency.

If you’re technologically savvy, you can also convert any documents to a digital format to give you and your loved ones online access to the emergency binder. The problem with saving this information online is that it also gives other people more ways to find your personal information. Make sure to follow a few digital best practices to protect your data.

• Always use a secure storage platform, such as 1Password or Dropbox.
• Create strong passwords that use a combination of uppercase letters, lowercase letters, symbols, and numbers. Passwords should be at least 12 characters long and not include any personal information like your street name.
• Don’t reuse passwords that you use for a different account or have used in the past.
• Only give your login information to loved ones who will absolutely need it in case of an emergency.
• Keep your laptop and any other devices secure. Install antivirus software, keep private information off mobile devices, and do your best to avoid common scams targeting seniors.
• Have a physical backup of data on an external hard drive or some other device that you can safely store with other physical documents.

Plan for the Future, Enjoy the Present

Preparing a senior emergency binder can feel like a daunting task, but your family will be thankful if it’s ever needed. Emergency binders are a powerful way to provide direction and offer peace of mind so that seniors can enjoy their golden years.

Trying to find the right place where you or your loved one can live your ideal lifestyle? National Church Residences is the nation’s largest non-profit provider of senior housing in the country with more than 300 housing communities in 25 states. Find a community that’s close to you or give us a call at 844-465-6063 to talk to one of our friendly staff members today.

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