Preserve Your Papers and Photos Before They Are Lost
In a crisis, people do not always have the time or presence of mind to gather all important papers and photos. They may not have advanced notice to help them prepare. Here are some tips from a public historian and former 911 Red Cross Chaplain on how to pre-empt some of the loss of important documents, papers, photos, memories, and history.
By Laurie Sue Brockway, D.Min, MAPH
I cannot pretend that I can fathom the magnitude of loss, trauma, terror, and pain being inflicted on so many people and communities in the wake of this merciless fire. But my heart, my compassion, and my prayers go out to California.
I have for the last few years been preserving and archiving my own family’s precious memories and history, since the loss of my mother at 100 years old. She had a lot of stuff but kept records of everything. I have also been developing my own approach to personal, professional, and family archives. People have reached out to me about how to help gather, organize, prioritize, and digitize their family memories. Some just don’t know where to start when facing a pile or file of papers and photos. It is especially hard when under extreme stress, or impending threats if you are in a danger zone.
Sometimes it helps to use the tools of historians and family genealogy researchers to preserve our own important papers, photos, and cherished memories. It also helps in practical ways.
I just want to share some things you can do now to preserve your important documents and memories if you are waiting for possible evacuation or would like prepare for future needs.
I offer this with love and deep sympathy for all who have already lost so much.
Scan, Photograph, and Video Everything Important or Meaningful
For now, you can use a Dropbox account, any online storage accounts or cloud access your have, and thumb drives. Increase memory and cloud storage on smart phones.
DOCUMENTS
Anything that exists in paper form in your “go bag” should, whenever possible, also be scanned or photographed if you don’t have a scanner. This list should include documents for yourself, your business, and any family members you are responsible for.
House Insurance Policies
Health Insurance Cards
Medical Documents
Vaccination Cards
Wills, Power of Attorney, and Trusts
Designated Health Care Proxy forms
Birth Certificate (all family members and elders)
Passports
House or Land Deeds
Apartment Leases and Coop Contracts
Business Leases and Contracts
Business Incorporation Papers or LLCs
Publishing and Work Contracts
Marriage Certificates
Divorce Papers
Diplomas
Awards
Cemetery and Burial Information of Loved Ones
Prearranged Funeral Papers
Immigration Papers, Green Cards, Related Legal Paperwork
PHOTOS
Scan or Photograph Your Most Precious Photos
Photograph Family Photos on the Wall
If Not Now, in the Future, Aim to Scan All All Photos and Photo Albums
Put The Most Precious Photos in Your “Go Bag”
KIDS STUFF
Pack Their School Books and Papers but Photograph So You have a Record and Can Replace Anything Lost
Photograph or Scan Their Art Work (Those Precious to Them and to You)
Photograph or Video Their Rooms to Remember What is There
Photograph Some of Their Most Cherished Items
VALUABLES
Photograph and Video All Valuables — This Will Also Be Needed For Insurance
Try to Pre-Pack Important Jewelry But Also Photograph
Make a Video Record of Anything That is Insured and NOT Insured
MEDICINES and MEDICAL SUPPLIES
I also have been the caregiver, health proxy, and POA for elderly parents and a special needs son, and for 33 years I have been walking around with medical and surgical notes, medicines and medical supplies, and special foods and fluids in my purse to be prepared for emergencies. Caregivers and guardians of families and family stories can often help sort out priorities in a crisis.
Pack All Medicines In One Place So They Can Be Thrown Into A Bag
Photograph Everyone's Medicine Bottles So You Have Prescription Number, Doctors Name, and Name of Medicine
Pack Any Medical Supply that Cannot Be Easily Replaced but Also Photograph the Boxes They Come In For Reordering or Replacing
For Some Loved Ones, Food is Medicine so Pack Up Special Foods, Drinks, Formulas, and Gluten Free and Other Allergen Free Foods
If You Have to Evacuate and Know Where You Are Going, Try to Order Any Supplies You Need Online and Have Them Sent to the Location You Are Heading to, Such as a Hotel or Loved Ones Home
YOUR COMPUTER CONTENT
Here are some hacks from years and a journalist, author, researcher, and historian.
Even if Your Have a Laptop Put All Your Current Work into Dropbox or a Cloud Account
Put Any Photos on Your Computer onto Dropbox or a Cloud You Have Access To
Email Yourself Any Documents Needed From Your Computer
Email Yourself Anything You Are Working on — Research, Articles, Books, Proposals, Pitches, Photos Related to Projects
RELIGIOUS AND SPIRITUAL ITEMS
There have been some miracle recoveries of religious statues from the fires, such as discovery that a statue of the Madonna and of Hindu Goddess Lakshmi survived. You may want to protect certain spiritual items, such as a family Bible or Divine statue, by packing them in your “go bag.” You can also photograph them so you have the Divine energy with you in photo form.
Pack Any Religious Items that Are Precious
Photograph or Video Holy Art, Sacred Statues, Altars, and Holy Books
Photography or Video Your Religious and Spiritual Book Shelf So You Remember What You Have in Your Collection
SAVING THINGS ELECTRONICALLY
Ultimately you can create an archive to hold personal, professional, and family history. The ideas in this story are meant to give you a sense or organization and how to focus on priority items. All these projects take time so focus on what you can do, soon as you can do it, and try to prepare the most important items in a way that they are easiest to access.
Also, needless to say, gather the names and cards of all your doctors, insurance agents, real estate and property folks, banks, etc, so that you have your contacts available if you end up having to leave or temporarily leave your home.
Place All Your Scanned and Photographed Items on a Thumb Drive or Thumb Drives That Fit in a Pocket or Purse
Take a Record of All Your Password and Sign-on Information. If It Is On Paper Also Photograph and Keep a Copy on Your Private Thumb Drive
Send a Copy to a Trusted Relative or Loved One Not Impacted by a Crisis
Copyright, Laurie Sue Brockway 2025
This content is part of a project I have been working on, related to how to organize important content and archive one’s personal, professional, and family life. I just wanted to share in case it is helpful to anyone now.
Laurie Sue Brockway, D.Min, MAPH, is a journalist, public historian, and interfaith officiant, and is the author of more than 25 books. She has written extensively on the world’s spiritual traditions and on goddess history and theology. Her work often focuses on connecting to divine wisdom through education, ritual, ceremony, prayer, and creative spiritual practices.
Her books include: Sacred Museums, Sacred Stewards, Goddess Seshat, Lakshmi Magic, The Goddess Pages, Goddess Lessons, and Your Interfaith Wedding.
Visit her website here.
