Important documents, including birth certificates, social security cards, old family portraits, wills, etc., should be handled with care. A lost or damaged document could be more difficult to replace. This is why it’s worthwhile to spend a little extra time making sure your paperwork is neatly and securely kept. But what if you need to ship these important documents somewhere else? This article guides you through the dos and don’ts of moving documents.
Do Relevant Backups
The first step in moving documents is to backup all of them, or the more relevant ones. The more locations you have to support your documents, the better. In addition to your files and documents, they will tell you to make copies of any receipts that could get lost or mixed up during the move.
Do Make Photocopies
It’s always wise to be prepared for the worst-case scenarios. Making photocopies is a smart idea, even if you are scanning and backing up papers electronically. You will have accessible physical copies that you can use during the relocation.
Do Check with Your Moving Company
Some companies refuse to ship documents because they contain highly sensitive information. So, it’s better to check with the courier. A professional moving company will give you a lot of information about the types of documents they ship.
Do Seal Sensitive Documents
Sealing up more important documents is a good strategy. The containers or envelopes need to be locked or completely sealed with tamper-proof tape. In this manner, if the documents are lost or tampered with, it will be evident who tried to do so.
Don’t Keep Documents in Hot or Cold Places
Paper, especially paper that is several decades old, is fairly brittle. If you need to keep boxes of documents for a while, make sure you keep them somewhere that won’t get too hot or too cold.
Don’t Keep Documents in a Moist Environment
Getting the paper wet is the quickest method to rip it apart. Your documents might suffer disastrous effects from even brief exposure to dampness. You can wrap them in waterproof envelopes or place them in plastic sleeves for additional protection.
Don’t Include Details on Package and Box Labels
A generic label that makes the contents of the box or container with your documents clear to you but not so clear to others should be used. Use phrases like “office supplies” or “school records,” for instance. However, if you aren’t transferring the documents yourself, do include detailed handling instructions on the box or package.
Don’t Ship Through Common Means
Using a moving company may seem like the obvious way to ship your birth certificates, contracts, and other official or important documents. The truth is that it is dangerous. Anything that contains personal and sensitive information should be delivered personally or shipped via insured overnight services. This way, the recipients will get them quickly and safely. By doing so, you reduce the possibility that your valuable items will be lost or damaged during shipping.
Do Contact a Professional Courier Company
Just as you hire a reputed moving company for moving items, so should you choose a professional courier company that specializes in moving important documents. This courier should be experienced in handling highly valuable documents and can deliver to different locations in the country.