Ready Those Records!
Hurricane preparedness tips from the City Archives & Special Collections
In New Orleans, we know how important it is to be ready for a hurricane. In addition to our batteries, flashlights, food, and water, it is important that we have our personal documents ready as well. In the middle of an emergency, it might be difficult to gather the important papers that you need if you don’t know where they all are. Organizing and updating your documents now will help you during and after an emergency situation. This post will take you through the major documents to collect in anticipation for hurricane season, with tips on storage for family archives, and additional resources to help you prep for hurricane season!
Hurricane season runs from June to November, so start planning in early spring! Follow NOLA Ready for safety updates from the City.
Whether evacuating or sheltering in place, it is crucial to have your most important documents gathered and up to date. Do not store original documents in a hurricane kit. The last thing you want to find is a wet birth certificate because your bottled water wasn’t closed properly! Invest in a portable, water-proof container to store these documents in, separate from your hurricane kit.
So what documents do you need to be prepared?
Hurricane kits contain materials like canned food, water, first aid, batteries, and flashlights. Visit NOLA Ready for tips on building your Hurricane kit.
Vital Records
Vital records are the records of life events kept under government authority. They provide basic identifying information for individuals and are often the first documents required to establish identity. These are some of the most important documents to to have collected and up to date in the face of an emergency. Click each vital record category for information on where to obtain copies of each.Â
Birth, Death, and Marriage Certificates
To obtain copies of birth certificates, death certificates, and Orleans Parish Marriage Certificates, contact the Vital Records Registry of the Louisiana Department of Health. Be sure to pay attention to the ID requirements when requesting birth and death records, because Louisiana is a closed record state.
Social Security Card
To obtain copies of social security cards, visit www.ssa.gov.Â
Passport
Copies of passport documents can be obtained through the US State Department or in person at the New Orleans Passport Office.
Driver's License
Apply for a driver’s license or a Real ID through the Louisiana Department of Motor Vehicles.
Citizenship papers
To obtain copies of citizenship papers, contact the United States Citizenship and Immigration Services.
Adoption, Custody, or Divorce Decrees
Civil Court documents, including adoption, custody, and divorce decrees, can be obtained from the Clerk of Civil District Court.
Medical Records
Gather important medical records! Be sure to have an updated list of:
- current medications
- allergies
- immunization records
- physician’s contact information.
Property Records
Be sure to have updated documentation regarding your property. This includes:
- Act of Sale
- Mortgage Records
- Rental Agreements/ Lease
- Titles and Registration for cars, boats, RVs, etc.
- Tax Statements
Insurance Records
File copies of insurance policies including:
- Home Owner’s Insurance
- Flood Insurance
- Renter’s Insurance
- Car Insurance
- Life Insurance
- Health Insurance
Don't forget about your pets! Make sure shots, ID tags, contact info, adoption and medical paperwork are up to date! Talk to your vet about microchipping!
Back It Up !
It is a good idea to have electronic copies of your important documents as a backup in case the originals are destroyed. Scan copies of your important documents to a flash drive and throw it in your hurricane kit/ go bag.
Cloud storage is also a good option for storing photographs, home videos, and electronic copies of important documents. When you use cloud storage, your files live on a remote drive owned by a host or vendor. This makes them accessible to you anywhere with an internet connection.
LA Wallet is a good option for digital storage of your driver's license and smart health card in an app on your phone.
Preserving Family Archives
Digitization is a great option for preserving family archives. Scrapbooks, letters, and photographs can be scanned and stored digitally to ensure continued access. Once scanned, the physical copies remain vulnerable to damage. Threats include water, fire, humidity, and pests. Preventing damage to your family archives is the key to preservation. Here are a few tips to encourage the preservation of physical family archives, applicable year-round, not just during hurricane season!
Preservation Basics
When handling materials, always use clean hands and a clean workspace when possible. Remove any staples or paperclips that might cause rust. Lay papers flat and store in acid free boxes–use stiff, flat materials like cardstock or acid free board to keep your photos flat.
Materials that are boxed and organized are much easier to grab and go in an evacuation situation. And for regular storage of these materials, a good rule of thumb is cool, high, dry, and dark.
Genealogy Tip! Write down what you know when you know it. People, places, and locations of photographs offer a trove of info for future genealogists!
Storage
When choosing a location to store your family archives, look for a place that is cool, dry, and dark. The most important things to consider are:
- Ventilation
- Temperature
- Moisture
- Light
A well ventilated area with circulating air combats mold growth. And when it comes to temperature, the cooler the better. Storage temperatures above 75 degrees Fahrenheit can interfere with the chemicals used in the processing of photos, leading to discoloration. High humidity levels can lead to moisture damage, so be sure to store high and dry (like the top shelf of a closet). Pests like dark, damp areas, so be mindful of that as well. And finally, light can cause photographs to fade. It’s preferable to store photos and documents in enclosures to keep light off of them; if you don’t have boxes to store in, make sure that materials are housed in a dark place.
Photographs
Photo Albums are still a great place to store photos and record information. Follow the tips below when choosing albums.
Make sure that your photographs are laying flat, that there are no rubber bands or paper clips on them, refrain from writing on the backs with a ball point pen, and store them in a cool, dry, dark place. Sunlight will cause photos to fade. Storing them in areas of our home that are air conditioned will help the photographs last longer. And always digitize when you can.
When choosing scrapbooks/ photo albums avoid adhesives. Seek albums with acid-free sleeves. Use photo corners or sheet protectors, and make sure that the photos lay flat.
Resources for Damaged Items
In the event that your family archives do sustain water damage, here are a few resources for tips and tricks to mitigate the damage. The Archives is not responsible for the outcome of any salvage techniques on your personal items.
Local Resources for Hurricane Preparedness
This post was created by Brittanny Silva in 2025.