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					 Document Important Details

 Disaster recovery requires making many phone calls, attending meetings, doing
 paperwork, and meeting deadlines. You may think you will remember details, such as who
 you talked to and when, but constant changes and stress might cloud your normally clear
 memory!

 This section will describe strategies you can use to document the details, as well as
 discuss use of the four tools we have included in Unit 3.

 You may wonder why documentation is important. Remember: the more detailed and
 accurate your records, the more you may be reimbursed and/or able to recoup your losses!
 You will need documentation when applying for disaster assistance, taking tax deductions
 for your losses, and submitting claims to your insurance company. Your documentation
 must answer the following questions:

     • What happened?
     • When did it happen?
     • What damage was sustained?

 Besides documenting loss, it is also important to document	the	actions	you	take or will
 take throughout the recovery process. Use the Document Important Details tool in Unit
 3 to start recording all the details. You will want to include the following information as you
 use the tool:

     •   Date.
     •   Time.
     •   Action taken or to be taken.
     •   People involved.




16                                                                   Recovery After Disaster: The Family Financial Toolkit
                                                                      Recovery After Disaster: The Family Financial Toolkit


               Here is how our sample family, the Youngers, who were affected a a tornado, might this
              Here is how our sample family, the Youngers, who were affected bybytornado, might use use this
              tool.
               tool.

                                                          Document Important Details
                                                          Docum ent Im p ortant Details

               Dat e / t i m e :           Nam e o f pe rso n I spo ke w i t h :          C o n t ac t i n f o :
               June 10, 1:11 p.m.          N/A                                            N/A
               De t ai l s t o re m e m be r: Tornado touchdown. Extensive damage to home: roof blown off, windows
               blown out, tree fell into bedroom on first floor, trees down in yard, water damage from rain that
               followed, tree on car, and other car flipped over. Can’t find dog. Everyone is shaken up. Maria and
               John had small fragments of glass sticking to exposed skin on arms and legs – American Red Cross
               worker provided emergency care and antibiotic cream. Suggested to follow up with a doctor. We
               are now in shelter at the school.
               Dat e / t i m e :           Nam e o f pe rso n I spo ke w i t h :          C o n t ac t i n f o :
               June 10, 4:00 p.m.          Ed Collins (homeowners insurance agent         1-800-646-3397
                                           with ABC Insurance)
               De t ai l s t o re m e m be r: Called and left message for homeowners insurance agent about damage
               to home and how to contact us.
               Dat e / t i m e :           Nam e o f pe rso n I spo ke w i t h :          C o n t ac t i n f o :
               June 10, 6:00 p.m.          Employers (our supervisors)                    Regular work numbers
               De t ai l s t o re m e m be r: Called our employers at home and explained about tornado, damage, and
               how to contact us. Asked for 5 days off of work. We both were granted 5 days beginning June 11.
               Dat e / t i m e :          Nam e o f pe rso n I spo ke w i t h :       C o n t ac t i n f o :
               June 11, 6:30 p.m.          Tony Hernandez in customer service             1-800-787-4573, EXT 3
                                           (People’s Natural Gas Co.)
               De t ai l s t o re m e m be r: Requested gas shut off as soon as possible. They expect to do it within
               24-48 hours. Call back customer service to confirm shut off before entering home. Billing authorized
               to stop on June 11.

               Another strategy for documenting details is completing a to do list. To do lists can help you
               record actions to be taken, who will do them, the date they need to be done, and the date they
               are completed. Such lists can keep you on track during disaster recovery do are can help
              Another strategy for documenting details is completing a to	do list. To andlists especially
               useful for meeting to be taken,
              you record actionsdeadlines. who will do them, the date they need to be done, and the
              date they are completed. Such lists can keep you on track during disaster recovery and are
               You may useful for experience using to
              especiallyhave lots ofmeeting deadlines. do lists. If so, continue using your preferred method to
               document details. Otherwise, use the To Do Lis t tool in Unit 3. Whatever method you use,
               keep your dated and experience using to in lists. If large envelope, or with your printed copy
              You may have lots of completed to do lists doa folder,so, continue using your preferred method
               of this toolkit details. Otherwise,
              to document for safe keeping. use the To Do List tool in Unit 3. Whatever method you use,
              keep your dated and completed to do lists in a folder, large envelope, or with your printed
              copy of this toolkit for safe keeping.




                                                                                                                        19 
               Unit 2: What are key strategies for financial recovery?

Unit 2: What are key strategies for financial recovery?                                                                       17
 You may have lots of experience using to do lists. If so, continue using your preferred method
 to document details. Otherwise, use the To Do List tool in Unit 3. Whatever method you use,
 keep your dated and completed to do lists in a folder, large envelope, or with your printed
 copy of this toolkit for safe keeping.      Recovery After Disaster: The Family Financial Toolkit


                               in the previous documentation example, here’s how Sam and
 Using the situation described in the previous documentation example, here’s how Sam and
  Using the situation
 Joan Younger might use the To Do List tool.
  Joan Younger might use the To Do List tool.

                                           To Do List
                                           To Do List
              Task                 W ho        W hen         Date Completed              Comments
     Call homeowners        Sam           June 10            June 10                    Left message
     insurance agent
     Call both employers    Sam & Joan    June 10            June 10
     Record on calendar     Sam & Joan    June 10            June 10                    5 days
     approved days off                                                                  approved
     from work                                                                          starting 6/11
     Call gas company       Joan          June 12            June 12
     to have gas shut off
     and billing to stop.
     Attend recovery        Sam           June 11            June 12                    Good info
     meeting at City Hall
     (Monday at 3 p.m.)
     Call to confirm gas    Sam           June 12            June 13
     shut off before
     going into home


  A third tool that can help you with documentation is a contact list. A contact list helps you
  keep record of key people with documentation is a	contact	list. A contact list reach
 A thirdatool that can help youwho can help you in the recovery process and how tohelps you
  them. Keeping key list of contacts in one place the recovery process and how to reach
 keep a record ofyour people who can help you inwill save you time and energy. For each
 them. Keeping your list of contacts in one place will save you time and energy. For each
  contact include:
 contact include:
      • Name of the agency or other organization.
    • Name of the agency or other organization.
      • Name of the contact person at the agency.
    • Name of the contact person at the agency.
      Ways to to contact person, including phone number/extension and email address,
    • • Wayscontact thethe person, including phone number/extension and emailaddress,
      Website address to to find additional agency information.
    • • Website address find additional agency information.
      Any important additional information about the contact.
    • • Any important additional information about the contact.




18                                                                     Recovery After Disaster: The Family Financial Toolkit
                                                                    Recovery After Disaster: The Family Financial Toolkit
                                                                    Recovery After Disaster: The Family Financial Toolkit
              Use the Contact Lis t tool in Unit 3. The following example shows some contacts Sam
              Use the Contact List tool in Unit 3. The following example shows some contacts Sam andand
              Joan Younger might include in Unit 3. The following example shows some contacts Sam and
              Use Younger might t tool on their list.
              Joan the Contact Lisinclude on their list.
              Joan Younger might include on their list.
                                                         Contact List
                                                        Contact Lis t
                                                        Contact Lis t
                Ag e n c y   Ph o n e       Em ai l       Addre ss         W e bsi t e                 Ot h e r
                                                                                                Pri m ary
                Ag e n c y   Ph o n e       Em ai l       Addre ss         W e bsi t e          C o n t ac t
                                                                                                        Inf e
                                                                                                       Ot ho r
                                                                                                 Pri m ary
              ABC            1-800-       edc@abc.        N/A      N/A                         Ed Collinst
                                                                                                         Info
                                                                                                C o n t ac
                                                                                                   Homeowners
              Insurance
               ABC           646-
                             1-800-       com
                                          edc@abc.        N/A      N/A                             insurance
                                                                                                    Homeowners
                                                                                               Ed Collins
               Insurance     3397
                             646-         com                                                       insurance
              Midwest        3397
                             507-         N/A             N/A        N/A                Judy Smith Sam’s
              High
               Midwest       333-
                             507-         N/A             N/A        N/A                Judy Smith supervisor
                                                                                                    Sam’s
              School
               High          1245
                             333-                                                                   supervisor
               School
              Quick          1245
                             507-         omar.day@ N/A              N/A                Omar Day   Joan’s
              Stop
               Quick         379-
                             507-         quickstop.
                                          omar.day@ N/A              N/A                Omar Day supervisor
                                                                                                    Joan’s
               Stop          1786
                             379-         com
                                          quickstop.                                                supervisor
              People’s       1786
                             1-800-       com
                                          N/A        100 Elm         www.peoplesgas.com Tony       Customer
              Natural
               People’s      787-
                             1-800-       N/A        St., Big
                                                     100 Elm         www.peoplesgas.com Hernandez service
                                                                                        Tony        Customer
              Gas Co.
               Natural       4573,
                             787-                    City Big
                                                     St.,                               Hernandez service
               Gas Co.       EXT 3
                             4573,                   City
                             EXT 3
              The fourth tool that can help you document important details is a calendar. A calendar can help
              The fourth application help you meeting dates/times/locations, is a calendar. A calendar can
              The fourth tool that can help you document important details and due A calendar can help
              you record tool that candeadlines,document important details is a calendar. dates for key actions.
              helprecord a six-month Calend ar tool in dates/times/locations, and due dates for key actions.
              you you record application deadlines, meeting dates/times/locations,
              You will findapplication deadlines, meetingUnit 3 to use for documentation.and due dates for key
              actions. find a six-monthsix-month Calendar tool in Unit 3 to use for documentation.
              You will You will find a Calend ar tool in Unit 3 to use for documentation.
             Here is what Sam and Joan Younger might have written on their calendar.
             Here what Sam and Joan Younger might have written on their calendar.
             Here is what Sam and Joan Younger might have written on their calendar.
                                                    Calend ar
                                                     Calendar
                                                    Calend ar
                Sunda y            M onda y          Tues da y   W ednes da y   Thur s da y       Fr i da y    Sa tur da y
                Ju n e 10
                 Sunda y           June 11
                                   M onda y          Tues 12
                                                     June da y   WJune 13 y
                                                                   ednes da     Ju n es da y
                                                                                Thur 14         JuFr ie 15
                                                                                                   n da y      Sa tur 16
                                                                                                               Ju n e da y
                Ju p.m. –
             1:11 n e 10        Sam & 11
                                   June            Sam & 12
                                                      June      Sam & 13
                                                                   June         Samn& 14
                                                                                  Ju e         Samn& 15
                                                                                                 Ju e          Ju n e 16
             Touchdown
              1:11 p.m. –       Joan off
                                Sam &              Joan off
                                                   Sam &        Joan off
                                                                Sam &           Joan off
                                                                                Sam &          Joan off
                                                                                               Sam &
              Touchdown         work off
                                Joan               work off
                                                   Joan         work off
                                                                Joan            work off
                                                                                Joan           work off
                                                                                               Joan
             4 p.m. – LM        work               work         work            work           work
             homeowners
              4 p.m. – LM       Gas billing        Confirm gas
             insurance
              homeowners        end date
                                Gas billing        shut off gas
                                                   Confirm
              insurance
                Ju n e 10       endndate
                                 Ju e 11           shut off 12
                                                    Ju n e       Ju n e 13      Ju n e 14       Ju n e 15      Ju n e 16
                Ju n –
             6 p.m.e 10           p.m.
                                3 Ju n e– 11         Ju n e 12    Ju n e 13     Ju n e 14       Ju n e 15      Ju n e 16
             Contacted
              6 p.m. –          Recovery
                                3 p.m. –
             employers
              Contacted         meeting @
                                Recovery
              employers         City Hall @
                                meeting
                                City Hall




                                                                                                                        21 
              Unit 2: What are key strategies for financial recovery?                                                   21 
              Unit 2: What are key strategies for financial recovery?
Unit 2: What are key strategies for financial recovery?                                                                       19

				
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