After a flood, a house fire, or an evacuation, many people face a second ordeal: the paperwork. You have to report the damage to your insurance company, prove your bank account, apply for a replacement ID, and document your contracts. If you have your most important documents ready to grab, you save a lot of time, stress, and running around. That is exactly why the BBK (Germany’s Federal Office of Civil Protection) recommends an emergency document folder. It belongs in your go bag, and it is one of the most effective preparedness steps you can finish in a single evening.
What belongs in the folder
The BBK distinguishes between documents you need as originals, documents where a certified copy makes sense, and documents where a simple copy is enough. This distinction is helpful because you probably don’t want to keep all your originals in a backpack long term.
Originals
- Family records: birth, marriage, and death certificates, or the family register book.
Originals or certified copies
- Financial documents: savings books, bank account contracts, securities, and insurance policies.
- Proof of income: pension statements, retirement benefit statements, income statements, and tax assessments.
- Diplomas and certificates: school and university transcripts and diplomas, plus proof of additional qualifications.
- Contracts: for example, rental and leasing agreements.
- Legal planning documents: will, living will (advance health care directive), and powers of attorney.
Simple copies
- National ID card, passport, and driver’s license,
- vehicle title and registration,
- vaccination record,
- land register extracts,
- proof of insurance premium payments,
- documents from the employment agency or job center,
- unpaid invoices and receipts for payment claims,
- memberships, such as in clubs.
What we also recommend
Beyond the BBK’s list, a few additions have proven worthwhile:
- Emergency contact list with phone numbers and meeting points.
- Medication plan with active ingredients and dosages, as prescribed by your doctor, plus important medical findings and your allergy card.
- Photos of valuables and your home furnishings. They help when you file a claim with your home contents insurance.
- Contact details for your insurance companies with policy numbers.
- A recent photo of each family member, especially the children, in case you get separated.
- Some cash in small bills, kept separate from your wallet.
How to put the folder together
In basic military training, the rule is that order isn’t an end in itself; it saves time in an emergency. The same applies here.
- Gather: Set aside one evening and collect all your documents. This is the most time-consuming part.
- Copy and certify: Make copies, and have the important ones certified if needed, for example at your local citizens’ service office or at the agency that issued the document. The rules differ depending on the document; if in doubt, ask.
- Sort: Divide the folder with tabbed dividers, for example by person or by topic such as identity, finances, health, and housing.
- Waterproof it: Put the folder in a waterproof cover. A clear plastic sleeve alone isn’t enough if your backpack sits in the rain or falls into water.
- Create a table of contents: A sheet at the front of the folder shows at a glance what’s inside and where the originals are stored.
Keep the original safe, keep a copy within reach
The BBK (Germany’s Federal Office of Civil Protection and Disaster Assistance) advises keeping all important documents together in one easily accessible place and letting your family know where that place is. It also recommends storing copies in a second location, such as with relatives or friends, with a notary or attorney, or in a bank safe deposit box. That way you’re still covered if your home and your document folder are affected at the same time.
Digital copies – use them with care
The BBK also mentions digital copies as an option. Scan your documents and save them, for example, on an encrypted USB drive that you put in the folder or leave with someone you trust. If you use cloud storage, make sure it has strong encryption and a secure password. Keep in mind: copies of your ID and your account details are attractive to criminals. So handle them carefully and don’t share digital copies carelessly.
Common mistakes – and how to avoid them
- All originals in the backpack: If the backpack is lost, everything is gone. Originals you don’t absolutely need stay in their safe place; the backpack holds copies.
- Nobody knows about it: If only one person knows where the folder is, it’s no use to the others. Tell all adults in your household where to find it.
- Forgetting your ID: You carry your ID card with you in everyday life. So write it down on the list of items you pack in addition in an emergency.
- Too thick: A folder that nobody can make sense of anymore won’t get read under stress. Better to keep it short and well organized.
Keep it up to date
A document folder that was put together ten years ago is only of limited use. Check it once a year and whenever something important changes: a new ID, a move, a new contract, the birth of a child. Replace outdated copies and destroy the old ones securely, for example with a paper shredder.
In short: Collect original family certificates and copies of your most important papers in a waterproof folder in your go bag. Store a second set of copies in another location, for example with relatives or in a bank safe deposit box. Check the folder once a year.
Matching gear compared
| Produktbild bei AmazonBasic sleeveABSOK Feuerfeste Dokumententasche (2er-Set) | Produktbild bei AmazonWith combination lockGowinsee Aktentasche mit Schloss | Produktbild bei AmazonFamily organizerTamfile Feuerfeste Dokumentenbox | |
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| Rating | at least 4.3 out of 5 starswith 500+ customer reviews (our selection criterion)See current reviews* | at least 4.3 out of 5 starswith 500+ customer reviews (our selection criterion)See current reviews* | at least 4.3 out of 5 starswith 500+ customer reviews (our selection criterion)See current reviews* |
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| View on Amazon* | View on Amazon* | View on Amazon* |
Selected by manufacturer data and customer reviews (at least 4.3 stars with 500+ reviews). We only show exact star ratings when they come from Amazon the same day. As of 04.10.2026. Not tested by us. Current prices and reviews are on Amazon. *Ad · paid link
Conclusion: our product picks
Comparing Fireproof Document Bags
For IDs, certificates, and insurance documents for the whole family, the Tamfile box with 13 compartments offers the best overview. If you just need a quick emergency folder, go with the ABSOK set; for a combination lock, choose the Gowinsee bag. The temperature specifications are manufacturer claims without a stated testing standard – back up copies digitally as well.
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Sources and further information
General information, no substitute for individual advice from authorities, emergency services or medical professionals. In an emergency in Europe: 112.
