What information should I gather?
Start with each person in the household. Write the full name, birth date, doctor and clinic, health conditions, allergies, regular medications and insurance details. Add emergency contacts who live nearby and at least one who lives far away.
Add property information: your exact address, driveway directions and gate codes, the locations of main shutoffs for water, power and gas, and where fire extinguishers and first aid supplies are kept. Responders from outside your area will need these details quickly.
Keep the list focused. A responder needs the essentials first, and details can follow. Put the most important facts, such as allergies and current medications, at the top of the page where they can be read in seconds.
- Names, birth dates and primary doctors
- Allergies, conditions and current medications
- Insurance cards and policy numbers
- Emergency contacts, near and far
- Shutoff locations and property directions
What about animals and the farm itself?
Animals need records too. Keep your veterinarian's contact information, an after-hours option and a list of animals with basic descriptions. If you ever need to move animals in a disaster, a current list helps with transport, shelter and reunion.
For the farm, record your insurance agent, key suppliers, neighbors with equipment and the people who can help in a crisis. Keep this separate from the household sheet so you can share only what is needed with each helper.
If you keep animals that need daily medication or special care, write that down too. Include the person who knows the routine best and a backup. Records like this matter most when the usual caretaker is the one who is hurt.
Where should I store the records?
Keep a printed copy in a known place inside the house, for example in a folder on the refrigerator or by the main door. Keep another in your vehicle and a copy with a trusted neighbor or relative. Paper works when the power or network is down.
Also keep a digital copy on your phone, protected with a passcode. Scans of cards and key documents stored in a secure place are helpful if originals are lost in a fire or flood. Choose a storage option you actually understand and can reach from anywhere.
- Printed folder in the house
- Copy in each vehicle
- Digital copy on a locked phone
- Copy with a trusted person off the property
How do I protect privacy while keeping it accessible?
Medical and financial details are sensitive. Share complete records only with people who need them, such as a spouse, a caregiver or an adult child with a clear role. A short emergency sheet with only the essentials works for neighbors and sitters.
Do not post these details publicly or leave them where visitors can see them. Dispose of old copies by shredding. If you use an online storage service, read its privacy terms and use strong, unique passwords with extra sign-in protection if offered.
Ask each adult in the household where the records are and how to get to them. A system nobody else can find does not help in an emergency. Talk it through once a year so the whole household knows the plan.
How often should I update it?
Review the records at least once a year and after any change, such as a new medication, a new doctor, a birth, a move or a change of insurance. Tie the review to a regular date so it does not slip.
When you update, replace every copy. Out-of-date information can be worse than none, particularly when it lists an old medication or a phone number that no longer works. Write the update date at the top of each page.
Keep a short log of changes between reviews. A note on a sticky page saying new prescription or new neighbor phone number prevents small updates from being forgotten until the next review.
What are the legal and planning documents to ask about?
Many families also keep documents that name who can make health decisions if someone cannot, along with wills and other planning papers. The rules for these documents differ by state, so talk to an attorney and your doctor about what applies to you.
Ask your doctor's office and your health plan how to get copies of your records, and how to give permission for another person to speak with providers. Keep a note of where originals are stored and who knows about them.
Key takeaways
- Gather medical, contact and property details for each person on the farm.
- Keep animal and farm contacts on a separate sheet.
- Store copies on paper, on a locked phone and with a trusted person.
- Share only what each helper needs and protect privacy.
- Review once a year and after any change.
Sources and further reading
Last reviewed: November 12, 2026. Written by the Homestead & Small Farm Editorial Team. See our editorial policy.