A move is when documents go missing. They get packed in the wrong box, left in a drawer, or set down for a moment and forgotten. Replacing them takes time and effort you would rather spend settling into your new home.
This guide covers which documents to keep with you during a move, how to keep them together, how to store them securely in a shared room, how to make copies, and how to replace a document if one is lost.
If you are preparing to move, the move-in page and the moving day plan cover the rest of the process.
Which Documents to Keep With You
Some documents should stay in your own hands during a move, not in a box, a trunk, or someone else's car. These are the ones that prove who you are, protect your income, or record your housing.
- Photo ID, such as a driver license, state ID card, or passport
- Social Security card
- Birth certificate
- Benefit and income letters
- A DD-214, for veterans
- Insurance cards
- Your housing agreement
Keep Them Together in One Folder
Put every important document in one folder or document pouch. A sturdy folder with a closure works well. A waterproof pouch is even better.
Keep that folder in the bag you carry yourself on moving day, along with any medications, your phone, and your wallet. Do not split documents between bags. One folder is easy to track. Several are easy to lose. The moving day plan covers what else goes in that bag.
Store Them Securely in a Shared Room
In a shared bedroom, choose one consistent place for your document folder. Keep it within your own storage space, not on a shared surface. Put it back in the same spot every time you use it.
A small lockable box or a lockable bag adds a layer of security and privacy. It is a simple way to keep personal papers separate from everyday things. The guide on sharing a bedroom covers respecting each other's space and storage.
Keep only what you need day to day in your wallet. Your Social Security card and birth certificate rarely need to leave the folder.
Make Copies or Phone Photos
Before you move, take a clear photo of the front and back of each document. Store the photos somewhere secure that you can reach from any phone, and protect that account with a strong password.
Paper copies help too. Keep a set in a separate place from the originals, such as with a trusted family member. A copy is not a replacement for an original, but it makes replacing one much easier, because you will have the numbers and details at hand.
Keep a Short List of Key Numbers
On one sheet of paper, write your important phone numbers and account numbers: your bank, your benefit offices, your case manager if you have one, and a family contact. Keep it in your folder. If your phone is lost or dead, you still have what you need.
If a Document Is Lost
Start with the agency that issued it, and use only its official website or office. Look-alike websites sometimes charge extra for services the agency provides directly.
For a Social Security card, go to the Social Security Administration. For a Texas driver license or ID card, go to Texas DPS. For a birth certificate, go to the vital records office in the state where you were born. For a DD-214, veterans can look up the official process on VA.gov or through the National Archives. For benefit letters or insurance cards, contact the office or company that issued them.
Each agency sets its own steps. Check its official site for the current process and what you need to bring.
Update Your Address on Your Records
After you move, update your address with the offices that issued your documents and send you mail. The change of address checklist gives a practical order, starting with USPS mail forwarding.
Protect Your Personal Information
Documents carry personal numbers that can be misused. Do not share photos of your Social Security card or ID over text or social media unless you know exactly who is receiving it and why. When an office asks for a document, confirm you are dealing with the official office.
If you think your information has been misused, contact the agency that issued the document and your bank. The FTC's official IdentityTheft.gov site explains steps for reporting identity theft.
Keep Your Housing Agreement
Your signed housing agreement belongs in the folder too. You may need it for benefits, address changes, or any question about your terms. The guide on reading a room rental agreement covers what to look for before you sign.
Check Your Folder Once a Month
Once you are settled, look through your folder about once a month. Make sure everything is still there, that nothing has expired, and that new letters have been added. Remove anything you no longer need and shred old papers with personal numbers.
For Families and Partners
If you are helping someone move, offer to help them gather and organize their documents before moving day. Let them keep the originals. If they would like you to hold a set of copies, keep them private and secure.
If you are a case manager, a reminder about documents before move-in day can save a lot of trouble later.
If documents are already missing, start the replacement process before the move when you can, so mail about it reaches an address you can check. Note the date you applied and any reference number in the folder.