Electronic storage

On your computer

Summary information such as numbers and expiry dates of important documents (but not passwords or PINs) can be stored in a file on your computer.

Or you can go further and digitally scan certificates and legal documents. You can save these – and family photographs – on a USB stick or a CD and then keep this in your getaway kit.

Tip: Update your records whenever there are any changes (for example when you revise your will or buy or sell shares).

Being secure

Make sure you have adequate security on your computer – and protect your information with at least a password. For example, you might have stored a summary of your investments with account numbers and your client ID in a Word document or Excel spreadsheet: simply click Tools/Options/Security to set a password for opening the document.

Encryption offers a higher level of protection. There are free encryption tools available on the web, but less technically savvy users would be wise to choose commercial products. Protection is especially important with USB sticks: they’re easy to carry around and lose – and can be read by any computer with a USB port.

You’ll need to remember your password to access your files or encrypted data. If you sell your computer you’ll have to clear the hard drive to ensure there’s no personal information left on it.

Back-up

If your computer crashes or is physically damaged you won’t be able to access your information. Storing information on a secure website means you can access it from anywhere in the world. ASB customers, for example, can log into its Online Vault and store personal information, bank, insurance and medical details and important contacts. The information is encrypted and can only be seen by the person who loaded it.

There are online services that specialise in secure document storage – you can store documents and photos online, share them with anybody who has your password and backup your data. But systems like this are targets for hackers. Always read the terms and conditions, especially the privacy policy. What happens to your information if the company goes out of business or you don’t pay the monthly fee?

Tip: You might not have access to a computer in an emergency. Think about storing a USB stick or CD containing your vital records with a trusted friend or family member who lives out of the area.

More information

• Computer security - www.netsafe.org.nz