From the Missouri State Archives, a division of Missouri Secretary of State Denny Hoskins’ Office
When disaster strikes – whether a tornado, fire, or flood – our first thoughts are of safeguarding lives, finding shelter, and securing essential supplies. But once the immediate danger passes, the questions begin: Where are the family birth certificates? Insurance papers? The deed to the house?
Navigating a disaster’s aftermath often means navigating paperwork, and the Missouri State Archives wants you to be prepared before that moment comes.
The most important step? Pre-planning. “Where’s our stuff?” may not be the first thing that pops into your head during a crisis, but it’s a question you’ll wish you’d answered ahead of time if you didn’t. Whether it’s a personal safe, lockbox, or cloud storage, make sure your essential documents and records are secure and accessible. “Essential,” in this case, however, means more than just birth and/or marriage certificates. Think driver’s licenses, banking information, insurance policies, and emergency contact lists.
Digital storage can be a lifesaver, literally and figuratively. But don’t let a jumble of unorganized files slow you down in the wake of a disaster. Keep backups in multiple locations – and share important files (both documents and photos) with trusted family and/or friends. Most importantly, store your backups in a different building than the originals.
If you do lose physical documents, local health departments and recorders of deeds can usually replace them quickly. The Missouri State Archives may be able to help with older records, but preparedness is largely up to you in our current digital age.
What about destroyed items that can’t be replaced? Home inventories, with photos, can speed up insurance claims. And don’t forget family keepsakes and photos. While not needed in the immediate response, these are the items we grieve most when lost.
For government offices, disaster readiness means robust records managements practices and procedures are in place, with microfilmed records and digital backups stored offsite. A single incident can create years of red tape and recovery headaches without these precautions.
The Missouri State Archives offers grants to local governments and emergency preparedness training opportunities to both officials and the public. With both groups, as State Archivist John Dougan puts it, “Safe storage is key to protection, and attics and basements tend to be two of the most vulnerable locations. Whether you’re a private citizen or local official, they’re a good place to start.”
Disasters are unpredictable, but recovering afterwards doesn’t have to be. With a little planning today, you can save yourself weeks – or years – of intense stress tomorrow.
About the Missouri State Archives
The Missouri State Archives, established in 1965, serves as the official repository for the state’s permanent and historical records. Its extensive collections date back to 1770 and encompass executive, legislative, and judicial documents; state department and agency records; land and military records; state publications; photographs; maps; county and municipal records on microfilm; and various manuscripts and reference materials. With holdings exceeding 336 million pages of paper, 770,000 photographs, 9,000 maps, 66,000 reels of county government records on microfilm, 560 cubic feet of published state documents, and 1,000 audio/video items, the Archives plays a crucial role in preserving Missouri’s rich history. These resources are accessible to government officials, historians, students, genealogists, and the general public through the Archives’ research room.
