
Two weeks after the devastating Los Angeles area wildfires began, they’re still not completely extinguished. While most of the fire is contained, the road to recovery and rebuilding has barely started. Major disasters often push us to reflect on our own preparedness—but what about your business?
Even the most organized teams that hold monthly safety meetings and annual evacuation drills might overlook a critical question: Where are your most important business documents stored?
Here’s a surprising fact: many local bank safety deposit boxes are not fire-rated to survive catastrophic fires. And if your original documents are stored at home or in the office, how accessible are they in the event of an earthquake or flood? A fireproof filing cabinet won’t protect against storm surges that turn paper records into pulp.
Regardless of whether your business is 50 years old or 5 days old, secure your essential documents in at least three locations: ✅ A USB drive kept offsite ✅ A secure cloud storage solution ✅ A fireproof, waterproof safe
Having your original business documents organized and protected is not just smart—it’s essential for recovery and continuity in the face of disaster.
Here’s a checklist of key documents every business should secure: 📋 Legal documents (licenses, contracts, intellectual property records) 📋 Financial records (taxes, bank info, loan agreements) 📋 Ownership documents (leases, deeds, inventory) 📋 Credentials and Passwords(for operating systems and online access)
Legal Documents
Business Licenses and Permits Proof of your authorization to operate, including state, local, and veterinary and DEA licenses.
Articles of Incorporation/Organization Documents that establish your business entity (LLC, corporation, partnership, etc.).
EIN Confirmation Letter Employer Identification Number (IRS Form SS-4 or CP 575).
DBA Affidavits
Contracts and Agreements Signed copies of leases, vendor agreements, client contracts, and partnership agreements.
Intellectual Property Documentation Patents, trademarks, and copyright certificates.
Insurance Policies Copies of property, liability, workers' compensation, and any other business-related insurance policies. Also your Key Office Life and Disability insurance policies.
Loan and Financing Agreements Records of business loans, lines of credit, and promissory notes.
Power of Attorney authorizations Including medical directives (for the owners), banking access, controlled substance supply ordering may.
Financial Records
Tax Records Past 3-5 years of business tax returns and supporting documents.
Bank Account Information Statements, account numbers, and any correspondence with banks. Include your business banker’s contact information for quick reference.
Payroll Documentation Employee payroll records, tax filings, and benefits information.
Retirement Plan Administration Copies of the plan and the Executor and Trustee(s) signature documents.
Ownership and Asset Documentation
Deeds, Titles, and Leases Ownership documents for buildings, vehicles, or equipment, and rental agreements.
Inventory Records Documentation of assets and major purchase receipts.  Videotaping a walkthrough of your practice and capturing your major equipment on  video will help provide proof for your insurance claim.
Digital Backups and Credentials
Access Codes and Passwords For critical systems, cloud storage, and software.
Backup Drives or Cloud Backup Credentials Copies of all essential operational digital files stored securely off-site.
Tips for Protection
Physical Copies:Â Store originals in a fireproof and waterproof safe or a secure off-site location (e.g., bank safe deposit box).
Digital Copies:Â Scan and store electronic versions in secure, encrypted cloud storage or external drives kept off-site.
Regular Updates:Â Periodically review and update stored documents as needed.
Emergency Kit: Include contact information for your attorney, accountant, insurance provider, and your partners’ emergency contacts.
Create a Business Continuity Plan:Â Your strategy for maintaining operations during a disaster.
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