Digital Emergency Checklist: What to Back Up and Secure Now

How to Use This Checklist

This checklist takes approximately 3-4 hours to complete initially, then 1-2 hours per year to maintain. Work through each section systematically. The most critical items are marked with a priority indicator.

Section 1: Critical Documents — Physical Backup

Priority: URGENT — Do This First

Gather and make physical (printed) copies of these documents:

• Passport for each family member
• National ID card / driver's license
• Health insurance card and policy number
• Home/renters insurance policy summary
• Vehicle registration and insurance
• Birth certificates
• Marriage certificate (if applicable)
• Property deed or rental agreement
• Key financial account numbers (bank, investment — not passwords)
• List of emergency contacts (phone numbers written out — not just stored in phone)
• Medical information for each family member (conditions, medications, blood type, allergies)
• Prescriptions for regular medications
• Veterinary records (if you have pets)
• Vaccination records for all family members

Storage: Place in a waterproof folder or ziplock bag. Keep in your emergency document kit alongside your go-bag.

Section 2: Digital Document Backup

• All documents listed above scanned as PDFs
• Encrypted cloud storage account created (Proton Drive, iCloud, Google Drive, etc.)
• Document scans uploaded to encrypted cloud storage
• External hard drive purchased and set up
• Backup software configured for automated regular backup
• Backup tested (verify files can actually be restored)
• Encrypted USB drive with critical documents created
• USB drive stored in physical emergency document kit

Backup schedule:

• Document backup frequency decided: _________
• Calendar reminder set for backup verification: _________

Section 3: Photos and Irreplaceable Files

• Photo library backed up to cloud (automatic sync enabled)
• Photo library backed up to external drive (manual or automated)
• Video files backed up
• Important project/work files backed up
• Music/media library backed up (optional but valuable)

Test: Pick 5 random photos and verify they exist in each backup location.

Section 4: Password and Account Security

• Password manager installed and active (Bitwarden, 1Password, or similar)
• All critical accounts migrated to password manager with unique passwords
• Master password for password manager memorized (and written in secured location)
• Two-factor authentication (2FA) enabled on:
  • Email account(s)
  • Banking accounts
  • Social media accounts
  • Cloud storage accounts
  • Any accounts with financial information
• 2FA backup codes downloaded and printed for each account
• Backup codes stored in physical emergency document kit

Critical: If you lose your primary 2FA device without backup codes, you may lose permanent access to accounts.

Section 5: Offline Access Preparation

For when internet is unavailable:

• Offline maps downloaded to phone for home region (Google Maps offline, Maps.me, or OsmAnd)
• Key emergency procedures saved as offline PDFs on phone
• Emergency contact list saved as offline note on phone (not only in contacts)
• Key information saved in a note accessible without internet:
  • Insurance claim phone numbers
  • Bank emergency numbers
  • Family doctor emergency contact
  • Nearest hospital address

Section 6: Device and Power Preparedness

• Power bank (min. 10,000 mAh, preferably 20,000+ mAh) purchased
• Power bank regularly charged (check monthly)
• USB charging cables for all family devices stored in emergency kit
• Solar charger for extended outage (optional but valuable)
• Car charger for phone available
• Backup communication device identified (simple phone or radio)
• Devices updated to latest software (security patches) before any forecasted emergency

Battery check habit: Check power bank charge level on the 1st of each month.

Section 7: Communications Backup Plan

• Family communication plan written down:
  • Primary method: _________
  • Secondary method: _________
  • Tertiary method: _________
  • Physical meeting point: _________
• All family members' key phone numbers memorized by every adult
• Out-of-area contact designated for check-in during regional emergencies: _________
• Neighbors' contact information stored (for local communication when cellular is down)
• Local emergency services numbers known (112 in EU, 911 in US)

Section 8: Cybersecurity Hygiene

• All devices running latest operating system and security updates
• Antivirus/security software installed on computers
• No critical accounts use the same password
• Regular phishing awareness: know how to identify suspicious emails
• Router password changed from default
• Home WiFi password secured (WPA3 or WPA2)
• Unused accounts deleted or deactivated

Maintenance Schedule

Monthly (5 minutes):

• Check power bank charge level
• Verify cloud backup is running

Every 6 months (30 minutes):

• Verify backup files are actually restorable (test restore one file)
• Check that physical printed documents are still current
• Update any changed contact information

Annually (2 hours):

• Full review of all accounts and passwords
• Update all printed document copies
• Review and update emergency contact list
• Verify 2FA backup codes are current
• Update medical information if anything has changed
• Check external hard drive health

Your Digital Emergency Score

After completing this checklist:

• Sections 1-2 complete: Basic protection ✓
• Sections 1-4 complete: Solid foundation ✓
• Sections 1-6 complete: Strong preparedness ✓
• All sections complete: Comprehensive digital emergency preparedness ✓

The digital domain is where most people have the largest gap in their crisis preparedness. Unlike physical supplies, digital preparation costs almost nothing — it's primarily time. The return on that time investment is protection against data loss, identity theft, and communication failure that can compound dramatically during an already difficult emergency.