Vital records are the documents that prove who you are as a citizen. You need them for many things, like proving who you are, voter registration, flying domestically and internationally, and entering federal facilities. You also need identification to visit someone in prison, enter nuclear facilities, and secure a job.

Vital records should be kept in a safe, secure place. However, many people do not have them or keep them in an accessible location. I live by the belief that it is better to have them and not need them than to need them and not have them. With all the recent attention to these documents, I would like to help you understand what you need and how to store them securely.

Vital Records consist of the following:
– Birth certificate (with city of birth listed)
– Marriage certificate
– Divorce decree
– Adoption papers
– Court-issued change of name paperwork
– Social Security card
– Passport
– Federal or State-issued identification (driver’s license, Real ID)
– Military ID and all paperwork related to enlistment, time served, and discharge
– Citizenship or Naturalization papers

Not all of these apply to everyone. That is understood. However, you are responsible for ensuring you have the required documents in your possession or that they are readily accessible. You should never dispose of any of these documents. Just because you do not see a need for them does not mean there will not be a need. If you dispose of these records or lose them under any circumstances, you can replace them.

All of these records are accessible to you and replaceable. Most states have a state registrar’s office that you can use to replace documents such as your birth and marriage certificates. Otherwise, you will need to go to the appropriate agency that issued the vital records. You may have to pay to have them replaced, complete the paperwork, have it notarized, travel to have them replaced, and jump through additional hoops. It’s not always easy, but it is worth it. However, all of these records need either an embossed seal, issuance through the court system, or notarization by an official.

Some certificates and paperwork are misleading. If it is not issued by the federal, state, or county government, it is not valid government-issued documentation. Some of the vital records affected by this would be birth and marriage certificates.

Birth certificates are issued in the United States after the completion of the paperwork following the birth of the child. It typically takes 4-6 weeks after the birth to receive the state-issued birth certificate. Some people get confused on this. A hospital-issued birth certificate is not an acceptable certificate for government identification. You must have a state-issued birth certificate with an embossed seal. Requirements are changing, and you will want to ensure your birth certificate lists the city of your birth.

Marriage certificates are issued when you have filed for a marriage certificate at a county courthouse, the wedding has been performed, and the signed certificate is mailed back to the courthouse. You will then be issued a certified copy of the marriage certificate. Many people receive a pretty church-issued certificate that is not government-recognized.

You need to put these vital records into safekeeping. You should keep them in a fireproof safe, a fireproof document bag, or a safe deposit box. I prefer a fireproof safe so I can access them when I need them and still keep them locked away. I like to use a small enough safe that I can pick it up and carry it with me in case of fire or a forced evacuation.

Another suggestion is to make multiple copies of your vital records. You can keep them in a file folder, a safe deposit box, a trusted friend or family member, or in a drawer at work. You should also keep copies in your bugout bags, to-go bags, and 72-hour kits in a waterproof pouch. If you do lose your important records, you can replace them more easily with copies of the originals.

Your vital records are your responsibility. You need to have them and know where they are in case of an emergency or to prove your identity. In this day and age, you never know what is going to happen and why you may need them. Having them just makes sense.

Thanks for reading,
Erica

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