Let Me Make It Easy For You …A Guide to Organizing Your Financial, Personal, and Professional Affairs

Individual/Family – Homeowner’s EditionNovember 2016

For additional information, contact:

Sharon LawrencePO Box 387

San Marcos, TX 78667-0387(512) 837-5670

AskSharonLawrence@gmail.comMay not be reproduced, in whole or in part, without permission of the author

INTRODUCTION

Several years ago, an intense windstorm blew through my neighborhood, ripping 40-foot trees out by their roots. A few weeks later, a chimney fire virtually destroyed a large apartment building nearby, leaving approximately two dozen people homeless. Coming in such a short time span and hitting so close to home, these events were a wake-up call to me, a home-based consultant, about the need for a personal and professional emergency preparedness strategy.

Hurdles to Getting Prepared

When I set out to prepare myself for any ill wind that might blow through my life, I hit a number of obstacles. Although I could find hundreds of articles, brochures, and videos designed to help with emergency preparedness, I discovered that all the information was deficient in some way.

Some materials, such as household inventory tools, required special software to utilize. Most continuity planning tips did not reflect the specific issues that apartment dwellers, seniors, or those without personal automobiles might face. I realized too that no one thought about preparedness for small civic/charitable organizations run completely by volunteers like me from their homes or offices.

Finally, the sheer volume and fragmented nature of the information available made it very time consuming to use. I needed to go to one source for information about tornado preparedness, another for guidance on medical emergencies, yet another for fire prevention, others for pet preparedness, and so on.

Streamlining the Process

Few, if any, individuals have the time to sort through all of this material as I did to develop a realistic, all events preparedness plan for themselves and their families. So they don’t, placing themselves at risk.

Thus, my mission is to share what I’ve learned to streamline the planning and organization process for others. Toward that end, I’ve designed this Guidebook specifically for older individuals to help:

Assist emergency responders by providing essential information about the people and pets at their home; Protect, to the extent possible, key financial, identification, legal, and professional documents and items of

sentimental value; Calculate the replacement value of personal property to facilitate the purchase of adequate insurance

coverage; Ensure the survival of documentation to support insurance claims and casualty loss deductions; Plan for the needs of their pets in emergency situations; Organize personal records to smooth estate planning and preparation of a will or a family history; Reduce the stress of emergency situations through advance planning; and Continue association and business operations and personal life with minimal disruption after an emergency.

The materials are unique in that they combine substantive guidance with a flair for organization, giving all users a streamlined, fill-in-the-blank, path to continuity planning. No special software or sophisticated technology (e.g., high speed Internet access) is required to use the materials, making them a practical, affordable, efficient planning tool for everyone.

TABLE OF CONTENTS

To help individuals organize their affairs effectively and efficiently, the materials are clustered into the following groups:

Asset Protection Educational and Professional Preparedness Emergency Preparedness Family Histories Medical Preparedness Notices Personal Affairs Pet Preparedness

Descriptions of the charts in each group follow, along with instructions for their completion. Directions also are given for several types of location-specific materials (e.g., evacuation maps and family photographs) that users should gather to supplement their preparedness efforts.

Individuals should not be intimidated by the volume of information here. Just as a chef prepares a buffet to ensure that everyone finds foods to his/her liking, the materials here are designed to meet the needs of a diverse populace. Few, if any, users will have need for all of the tools that appear here. You should, therefore, review all the materials, identify the areas that promise the greatest benefit for your efforts, and proceed accordingly. Be mindful, however, of the fact that as we go through life, our needs change. The purchase or sale of a home, addition of a pet to a household, changing health conditions, or other developments may adjust your priorities.

Although I have attempted to anticipate the needs of users to the greatest extent possible, fine tuning of these materials to meet your unique circumstances is essential. This Guidebook, therefore, should be viewed as the start, rather than the end, of your continuity planning.

Asset Protection

Access Code & Password Inventory

Each day, more and more of our communications and transactions are conducted online and more of our facilities protected by electronic security systems. As a result, individuals must track a growing number of access codes, user names, and passwords, which, for security, they should change frequently. Electronic storage of an access code, user name, and password list, however, places all the information at risk from computer hackers.

As a simple alternative, one may complete this chart by hand, storing the first page in a separate location from the other pages to promote access code and online account security. To breach your accounts using this list, someone would need to undercover the separated pages from the different locations (or separate custodians) and place them together.

Billfold &Purse Inventory

One of life’s most frustrating events is the loss or theft of a purse or wallet. To mitigate the adverse impact of such an occurrence, complete this chart and keep it up-to-date and readily available. Having this information at your fingertips will help you move quickly to avoid or reduce loss from check forgeries, credit card fraud, and/or identity theft.

Boat & Watercraft Inventory

Boats, jet skis, and other watercraft and their contents are substantial assets that warrant special attention in your personal preparedness initiative. Complete this chart, therefore, to help ensure that you have detailed information on them in case of damage/loss/theft.

Financial Asset Inventory &Financial Liability Inventory

Inventories of this type are essential in the event that you become incapacitated or die, as they will help family members, the executor of your estate, and/or your attorney more efficiently manage your affairs.

Financial/Identification/Legal Documents

Complete this chart and keep it up-to-date so that you may easily access and/or arrange secure storage for key documents. For credit cards and drivers licenses, what should be stored securely is a photocopy of the back and front of each card/license. That will provide to you essential contact information in case you need to cancel or replace the card or license.

Home Improvement Record

To help you avoid being underinsured, complete this chart and keep it up-to-date. In addition, photograph all home improvements and place the photographs in secure storage with your important documents so they are available in the event you must file an insurance claim.

Home ReplacementValue Calculator

Rarely does the value of a home remain constant overtime. Not only do changes in the cost-of-living and other economic conditions affect the replacement value of property, remodeling and building code changes may alter substantially what it would cost to rebuild your home to its current status. Complete this chart and keep it up-to-date to help you track changes affecting the appropriate insurance coverage for your home and contents. (A blank chart and a completed sample are provided for your reference.)

Household InventoryA top priority for every individual should be the completion and periodic updating of a comprehensive household inventory. Such an inventory is essential so that you may obtain the appropriate insurance coverage (e.g., replacement value) for all home contents, as well as items in off-site storage and perhaps at your place of business/employment.

Given that individual circumstances vary widely, several options are available here to best suit the needs of users. One option consists of inventories with the likely items already listed on the inventory charts.

An alternative version of the household inventory lists the categories of information one should record for each item (e.g., purchase price or serial number) but does not list the items (e.g., lamp or vacuum cleaner). Individuals who already have some type of household inventory may find it easiest to insert the information into this chart. Those starting fresh (e.g., newly married couples) may find the first version easiest to use.

A supplementary “family heirloom” inventory has been designed so that family groups may collect and share information about heirlooms held by a number of family members. Many of these may have only sentimental value, and no cash value for insurance purposes. Nevertheless, they may

be among an individual’s most prized possessions; thus, they should be tracked closely. (Those items that have monetary value should be included on the regular household inventory.)

With regard to the charts themselves, “location” means the room in the house where an item rests. Those who prefer to complete their inventory on a room-by-room, rather than category-by-category basis, may format the spreadsheet according to that preference.

When completing the charts, record not only the serial numbers for all items but also record the product key and the expiration date for all software (e.g., virus protection subscriptions). These are indispensable in the event of a hardware crash or the damage/loss of the hardware.

Real PropertyInventory

Individuals who own more than one piece of real property may wish to record key details about those properties to have them at hand in case of an emergency or to speed estate planning.

Safe Deposit BoxInventory

Record the contents of any safe deposit box for your own reference or to provide guidance to family members in case of an emergency. (Experts advise that all items be stored in airtight plastic containers. Also, they recommend that box holders check with their insurance company regarding coverage as federal deposit insurance does not apply to items in a safe deposit box.)

Vehicle Inventory

Vehicles and their contents are substantial assets that warrant special attention in your personal preparedness initiative. Complete this chart, therefore, to help ensure that you have detailed information on them in case of damage/loss/theft.

Vehicle MaintenanceRecord

Not only will this chart serve as a friendly reminder regarding routine vehicle maintenance, the information thereon also may help ensure that full credit is received for any warranties on batteries, parts, and tires.

Educational and Professional Preparedness

Education & TrainingHistory

Disasters may cause the loss of not only your home but also your place of employment, and perhaps educational institutions you attended. This series of charts will keep you prepared for an emergency job search by putting all of your education and professional credentials at your fingertips. (The materials may be useful as well during normal quests for new professional opportunities.)

Professional History This chart calls for all the data elements contained in a standard employment application, thus facilitating swift completion of those forms.

Publication & Speech Log Individuals who prepare substantial amounts of written materials may benefit by preparing a log such as this to track their writings.

ReferencesGather complete contact information for references and update it periodically. If possible, obtain reference letters to guard against the future unavailability of supervisors or professional references.

Volunteer History Volunteer activities are important components of your professional qualifications. Record and retain information about these efforts as well.

Weekly Activity Report

To guard against the loss of professional records due to a natural disaster or a sudden reduction in force with your employer, keep a weekly record of your activities and achievements. To assist in that activity, a sample report is presented. Whenever possible, retain electronic and/or print copies of key projects/writing assignments. (Not only should this information be useful in case of emergency, it should be valuable whenever you prepare/revise a resume.)

Emergency Preparedness

Emergency Preparedness Checklist Use this checklist to help you get prepared and stay prepared for emergencies.

Additional Living Expenses Post-Emergency

To obtain the reimbursements that you may be due after an emergency relocation, use this chart to document your additional living expenses.

Emergency Childcare Guidance

Individuals with children in their household should complete this chart to ensure that emergency responders, sitters, and others may care for your children if you are not available. Adjust as appropriate to reflect the number of children in the home. Remember to include the area code for any telephone number.

Once completed, the chart should be shared with all appropriate individuals and kept in a place that it would be readily accessible to emergency responders.

Emergency Contact List

Use this chart to ensure that you have at your fingertips all the essential contact information in case of a disaster or a medical emergency. Keep a current copy in your emergency evacuation kit and in a secure, but readily accessible, off-site location (e.g., with a relative or close friend who lives outside the area).

Evacuation Checklist

At a minimum, people living in areas prone to earthquakes, hurricanes, severe flooding, tornados, and wildfires should use this checklist to help plan for and complete emergency evacuations. To fit individual circumstances, versions designed for both homeowners and apartment dwellers are provided.

The chart allows households to assign different individuals to complete various tasks and to record when that task should be completed (e.g., 24 hours before an evacuation or immediately before leaving the home).

Evacuation Kit

Preparing an emergency evacuation kit is an art, not a science. One must balance anticipated needs under a wide variety of scenarios against the existing storage space, the financial resources available for preparation of an evacuation kit, and the space available in the evacuation vehicle. The recommendations on this list attempt to balance those competing interests, as best as possible, but individuals should adjust as necessary to suit their individual circumstances. Once the emergency evacuation kit is prepared, users should check this list and refresh the items in the kit, as warranted, to reflect changing household circumstances or the shelf life of the kit’s contents.

Wallet Card

To meet the needs of young family members, in particular, individuals should insert the names and telephone numbers for key family contacts as shown on this sample wallet card. Print the sheets back-to-back, cut, laminate, and give to each family member (especially children) to carry in their backpack or wallet. Copies also could be placed next to telephones as appropriate.

Notice – Evacuated

Have this notice ready so that you may insert the day/time you evacuate. Place the notice in a protective plastic sleeve and tape it to your door securely when you leave so that emergency responders will be able to account for your family in case of an emergency evacuation.

Notice –In Case of Emergency

Provide the essential information for the appropriate version of the notice (i.e., family or individual, with or without pets) and place it in a prominent location in your home (e.g., on the refrigerator) or in your glove compartment or wallet to assist emergency responders. If posted inside the home, place in a plastic sleeve to protect against water damage that might occur during a flood or fire.

Family Histories

Family Data Sheet

This Family Data Sheet is designed to be not only a family address book but also a data-gathering tool for anyone undertaking a family history/genealogy project. Information contained on the sheet also may be useful to anyone preparing a relative’s obituary.

Photograph Inventory

With the proliferation of digital cameras, individuals may easily accumulate thousands of photographs. Memories fade quickly, however, regarding the events and individuals depicted in those photographs. An inventory of photographs, therefore, will help preserve important details for you and generations of your descendants. Details about scanned images should be incorporated into the inventory as well.

Researching Military Service RecordsTo assist individuals in researching the military service of a family member, this section provides a comprehensive set of reference sources for all branches of the armed forces.

Solving Photographic Mysteries

All too often, people come across photographs that they know depict ancestors and/or events important to their lives, but the photographs lack sufficient captions to enable viewers to appreciate fully, if at all, their significance. A variety of tips are provided here to use in solving the mysteries behind such photographs.

Writing a Personal or Military Service History

Among the most cherished elements of a family history are the personal recollections shared by older family members. For those who need some guidance in starting their personal memories, a wide variety of possible topics are suggested.

Medical Preparedness

First Aid Kit

For personal safety, every home and vehicle may benefit from having a first aid kit containing basic supplies such as the ones listed on this chart. Once this kit is complete, check this list, and refresh the items in it periodically, to reflect changing household circumstances or the shelf life of the kit’s contents.

To supplement your first aid kit, you may wish to include a basic first aid chart in the “Safety Tips” section of this Guidebook.

Medical History

Over the course of our lives, we may utilize a wide variety of medical professionals because we move frequently, must change practitioners (due to the requirements of our health insurance coverage), or utilize emergency care providers. In the absence of a life-long electronic medical record, it may be prudent to develop a basic medical history to facilitate medical treatment in emergency situations. Toward that end, this form has been created. (Medical professionals obviously will collect a much more detailed history in the course of treatment, but this will help speed the process.)

If more than one individual resides in the household, mark on the chart the name of the family member it applies to in order to avoid confusion on the part of emergency responders. Individuals should, however, be mindful of medical privacy issues for themselves and other family members in gathering and sharing medical history information.

MedicationAdministration Log

Even in the best of times, it may be difficult for an individual to remember if/when he/she took prescribed medications. This log may be kept near the medications along with a pen/pencil so that an individual or caregiver may mark when the required dosage was administered. The chart may be adjusted to reflect the administration of more than one medication to a given individual or more dosages than four daily. If the medication is taken indefinitely, a new chart may be prepared each month.

Personal Affairs

Address Change Checklist

To facilitate your resettlement after any emergency relocation, complete this checklist now and refresh it on an ongoing basis. In the event that you are a victim of identity theft, this checklist should be a valuable supplement to the Billfold & Purse Inventory. Individuals who move frequently or anticipate a relocation will benefit as well by having this information readily accessible.

Budget In the event that you are called upon to handle the financial affairs of another individual, couple, and/or their children, this budget will help you determine financial needs and document expenditures.

Charitable Donations RecordIf you serve as a guardian for another or an executor of their estate, one of your responsibilities may be to transfer some/all of their possessions to charity. Use this chart to track these non-cash donations.

End of Life Decisions& Directions

Proper planning for end-of-life situations may assist family members and friends during an extremely stressful time. To help smooth this difficult period, use this chart to provide guidance to family members regarding your wishes for end-of-life care, funeral services, and burial/cremation.

Guidance to Family & Personal Representative

Complete and share this chart with the appropriate family members, friends, and/or your designated personal representative so they may easily manage your affairs in the event that you are unable to do so for any reason.

Home Safety Checklist A listing of the precautions that you should take to avoid accidents and injuries in and around your home.

House Sitter’s Guidance

For friends/neighbors who care for your home while you are away, this completed chart should be a valuable tool. Keeping the information current also is advisable in the event that you must travel away from home on extremely short notice.

Household Task Checklist

Oftentimes, family members may be sharing the responsibility of caring for an elderly relative with siblings, other relatives, neighbors, or even professional caregivers. To assist in organizing efforts so that all the responsibilities are completed in a timely fashion, this checklist should be useful.

Moving Checklist Whether you’re planning your own relocation or that of an elderly relative, this checklist should be a valuable aid.

Personal Representative’s Checklist

If a family member or friend becomes incapacitated suddenly and you must handle his/her affairs, this checklist will help ensure that all essential tasks are completed on that individual’s behalf. Upon the death of any individual, the second portion of the checklist provides further guidance to the steps that must be taken to handle the individual’s estate.

Preparing a House to Be Vacant

In the event of a sudden illness, death, or natural disaster that leaves a home vacant, certain steps, as outlined in this checklist, should be taken to protect the property. This checklist also may be used to manage a vacation home.

Supplemental Documents Log

Managing the financial affairs of another person may be a daunting task, especially if you are not a spouse who has day-to-day involvement in household financial transactions. In addition to gathering together all of the key financial, identification, and legal documents, you may benefit by locating other supplemental materials (e.g., bills, receipts, and statements from frequent flyer programs), organizing them, and determining how long to retain each item (e.g., six months for bank deposit slips) if that is not already being done on an ongoing basis.

Trip Planning Checklist

In the event that you must travel on an emergency basis (perhaps due to an illness or death in the family), this checklist should help you prepare quickly but effectively during a very stressful period. It also should help ensure that you complete all routine trip preparations in a timely (and stress free) manner.

Pet Preparedness

Pet Preparedness Checklist

Pets need to be prepared for whatever emergency might arise too. Use this checklist to help you to get them prepared and stay prepared for emergencies. Check the list and refresh the items in the emergency evacuation kit periodically to reflect changing circumstances or the shelf life of the kit’s contents.

Lost Pet NoticeDuring an emergency, copying facilities/printers may not be available to produce lost pet notices. Anticipate that problem by preparing multiple copies of a lost pet notice for each pet (see this sample) in advance and including them in your emergency evacuation kit (along with plastic sleeves for use in posting the notices). In the event that your pet becomes lost, you only will need to insert information about when/where the pet was last seen before posting.

Key items to cover in your pet notices include whether or not the animal is neutered/spayed, any known medical conditions, vaccination status, microchip/collar and tag description, and behavioral issues (if any). Contact information for you, an alternate caregiver (who lives outside of a potential disaster zone), and the pet’s veterinarian are necessary as well. Include a physical description of the pet (e.g., age, color, hair type, markings, and weight) and the day/time and place the pet went missing. Given that many animals may become displaced during a disaster, a sample “found pet” notice is included as well.

Pet Carrier Tag

During an emergency, you may be separated from your pet. Outfitting your pet carriers with tags that include a color photograph of, and vital information about, your pet will help emergency responders care for him/her until you are reunited. Either laminate the tag or place it in a plastic sleeve and tape it to the carrier to ensure that the tag remains attached to it and readable during adverse weather conditions and transit.

Individuals who have multiple pets in a household may find it advisable to have tags that cover all pets in the household or multiple tags on the carrier covering each pet. In an emergency, you might not have time to ensure that a given pet gets placed in a given carrier.

Pet First Aid Kit

Every pet guardian should consider having a pet first aid kit containing basic first aid supplies such as these. Once this kit is complete, check this list periodically, and refresh the items in it to reflect changing household circumstances or the shelf life of the kit’s contents.

Pet Medical Care/Vaccination Record

To facilitate appropriate veterinary treatment in case of an emergency, complete this chart and keep a current copy with your emergency evacuation kit. A copy also should be available to pet sitters who might need to obtain emergency medical care for a pet in your absence.

This record also should serve as a friendly reminder for pet parents regarding the appropriate time for dental treatments, vaccinations, and other routine care. In addition, it provides some protection in the event that your veterinarian’s records are damaged or destroyed.

Pet Sitters’ GuidanceFor friends/neighbors/professionals who care for your pets while you are away, this completed chart should be a valuable tool. Keeping the information current also is advisable in the event that you must travel away from home on extremely short notice.

Pet Rescue Notice

Include color photographs of your pet(s), and then post this notice on doors and the large windows of your home to alert emergency responders to the presence of pets in the residence. (Individuals concerned about home security, however, may prefer to post this notice inside their home only, e.g., on the refrigerator.) Laminate or place the notice in a plastic sleeve to protect it from the elements.

Reference Materials Unique to Your Family & Residence

InformationSources

A stitch in time saves nine. Thus, it’s wise to have at your fingertips current contact information for agencies/organizations that provide valuable emergency services in your community. Place that listing next to a telephone for instant reference, and include it in your emergency evacuation kit as well.

Directions &Maps

For some natural disasters (e.g., hurricanes), government officials produce maps of evacuation routes for neighborhoods, regions, or states. Maps covering evacuations from your home, place(s) of employment, and schools attended by your children should be included in your emergency evacuation kit to smooth and speed evacuations, along with maps of evacuation routes you design for yourself/your family.

Photographs

To support insurance claims, obtain and keep in a secure (but accessible) location current snapshots of your home’s exterior, including shots of landscaping and all auxiliary buildings. Incorporate into your collection photographs of all internal home improvements as well as pictures of antiques, family heirlooms, and other valuable items (e.g., jewelry). Take similar photographs of any vacation home or other residence.

When taking these photographs, have both wide-angle shots and close-ups to capture details, as appropriate. Use a non-glare, dark cloth as a background for china, jewelry, or silver. Make certain you have a photographic image of the pattern name or manufacturer’s signature. If the photographs aren’t automatically dated (as digital photographs are), make certain they are labeled with the date in some way.

Your emergency evacuation kit should be equipped with current snapshots of all household members, including pets.

For many people, their most prized possessions are photographs of family, friends, and special events. Fortunately, modern technology affords us a tremendous opportunity to protect those treasures, as images taken via digital camera may be stored off-site in a secure manner (perhaps via an electronic storage service).

Printed photographs and slides may be scanned and the images stored similarly to protect them. For maximum photograph quality, scan at 600 dpi (dots per inch) and store the images as .jpeg or .tiff files, attaching appropriate captions.

Safety TipsIn case of emergency, have readily available diagrams of/directions for operation of the home’s:

burglar alarm/security system carbon monoxide detectors fire extinguishers fireplaces

smoke detectors

Directions for the cutoff of utilities (including diagrams or photographs) should be readily available as appropriate, with either maps or photographs of their locations. Illustrated instructions also could be provided to show how to clear dryer vents.

May not be reproduced or distributed without permission of the authorSharon Lawrence, P.O. Box 387, San Marcos, TX 78667-0387