RECOVERY RESOURCES

Disaster recovery
document checklist

Give each photograph, receipt, and conversation a place. A clear record makes it easier to explain what happened and see what is still missing.

This checklist is for organizing information after a disaster. It does not determine insurance coverage or replace instructions from your insurer, recovery agency, or legal adviser.

1. Make a home for your records

Create one folder for the event, with separate folders for photos, estimates, receipts, correspondence, and policy or assistance documents. Keep original files. Work from copies when you annotate or summarize them.

Use descriptive names, such as 2026-09-24_kitchen_ceiling_01.jpg. Keep a backup in a location or device you control, and restrict access to documents containing personal information.

2. Describe each damaged area

Only document an area when it is safe to do so. Group photos by room or location. Include a wide view and closer views where available, and write down the date, location, and what the image shows.

Separate what you directly observed from what you suspect. If a measurement, cause, or repair requirement has not been confirmed, mark it as unknown rather than guessing.

3. Keep estimates and receipts separate

An estimate describes proposed work and cost; a receipt records a purchase or payment. Save both, with the provider's name, date, item description, and any related correspondence. Keep revised estimates alongside earlier versions so changes remain visible.

For each expense, note which damaged area or recovery task it relates to. Flag missing receipts or unclear descriptions for follow-up.

4. Maintain a conversation log

After a call or meeting, note the date, the person's name and organization, what was discussed, and any next steps. Save written messages and attachments together. Label your own notes as notes so they are distinguishable from another person's written statement.

5. Make a short list of open questions

List missing records, unanswered questions, and tasks you have agreed to complete. Copy any stated deadlines from the original correspondence and keep that source beside the task. Ask the sender to clarify anything you do not understand.

6. Check before sharing

Review names, dates, amounts, and descriptions against the originals. Remove unrelated personal information from copies you share, while preserving your original records. Confirm the recipient and the method they want you to use before sending sensitive files.