MILDOCS - Association of Military Banks of America

A Financial Preparedness Kit

In some high-risk assignment locations, military families must constantly be prepared for “non-combatant evacuation.” The universal requirement for such preparation is to assemble all important documents in a “NEO Kit” that would be taken by the family to wherever they evacuate. MILDOCS is, in essence, a “NEO Kit.”

The following pages are intended to provide military families – or any other family that wants to organize their important documents – a guide to identifying, collecting, and storing them. It’s a “low-tech” way of ensuring those documents will be safe from whatever calamities or emergencies may arise. It’s also a way of eliminating dependence on digital devices and the electricity powering them – neither of which may be available in an emergency. But, this kit is only as effective as your diligence in keeping it up-to-date and your commitment to take it with you if you need to evacuate immediately.

How To Build MILDOCS

  • Print PDFs in each category that fits your needs
  • Use a 3-ring binder with plastic folders or an expandable file folder to hold all pages and coordinating documents
  • Update at least once a year, use a birthday, anniversary, or another date to prompt you to update it
  • If you keep it up-to-date you can grab it in an emergency and know that it is ready to go

How To Handle MILDOCS

  • Store in a fireproof, waterproof box or safe
  • Notify someone you trust with your personal affairs of its location and how to get it in case of emergency
  • Do not ship in household goods
  • Take out pockets as needed and leave others in safe storage
  • When you travel with MILDOCS, protect it

What If You Lose MILDOCS?

  • Contact your financial companies
  • Consider “freezing” your credit report

Additional Tips

  • Add an envelope with cash – cash can be hard to get in an emergency
  • Keep a digital version of your MILDOCS in a separate place, such as online cloud storage
  • Keep your computer and financial website usernames and passwords on a sheet stored separately from MILDOCS

Who Are You?

There are several situations that require you to have original/certified documentation of your identity. If you have these all in one location, all you have to do is grab your packet.

File Here:

  • Birth Certificates
  • Social Security Cards
  • Marriage License
  • Passports
  • Copies of driver’s license/military ID
  • DD214/Retirement/Separation
  • Naturalization/Citizenship
  • Green card/certificate of citizenship

Resources:

Identity theft and your social security number
Protecting your personal information

Easy to Find Financials

While you can usually access your personal financial information online, hard copies or notes about your accounts can be helpful in an emergency or when online access is impossible. You need to update this section at least once a year.

File Here:

  • Financial account information: bank, credit union, brokers and other investments (401k, IRA, TSP, etc.)
    • Include account numbers and name of the institution
    • Most recent end-of-year statements
    • Account beneficiary information
  • Leave and earning statement (LES)/Paystub
  • Tax Returns – State/Federal (most recent)
  • Social security disability insurance
  • Savings bonds or electronic bond information
  • Safe-deposit box information
  • Location of usernames and passwords*

Financial Education Resources:

BBB Military Line
Defense Finance & Accounting Service – mypay
DoD Financial Readiness – Facebook page
FDIC MoneySmart
Hands on Banking – Military
National Foundation for Credit Counseling – NFCC
MilCents
MilitarySaves.org
SaveandInvest.org
USAA Educational Foundation

Inventory Your Possessions

Use the inventory list (available online) to keep an accurate and current list of your high-value items.

File Here:

  • Documents proving your ownership of the following (along with receipts or appraisals if available):
    • Electronics including serial numbers
    • Jewelry
    • Collectables
    • Heirlooms/Antiques
    • Firearms (registration/license information)
    • Other valuables
  • Include a CD/thumb drive with videos/photos of these items

Resources:

How to inventory your belongings

Home Sweet Home

Whether you rent or own your home, or own multiple properties, you will need a place to keep all your documents.

File Here:

  • Mortgage documents
  • Lease agreements
  • Renters/Homeowners insurance
  • Flood insurance
  • Tax documents
  • Deeds

Resources:

Flood insurance
Renters Insurance
Military Landlord Toolkit
Homeowners Insurance
Installation legal offices
American Bar Association – Military and veteran legal center

Don’t Drive Off Without This

Keeping your vehicle (including motorcycles, boats, RVs, etc.) information all in one spot can be helpful when you move from state-to-state or overseas. You will need various documents to register your vehicle in different states or if you have to ship or store your vehicles.

File Here:

  • Loan/lease/purchase agreements
  • Title/VINs
  • Copies of insurance cards
  • Copies of registration
  • Warranty information

Resources:

SCRA Protections

Insuring the “What Ifs” Of Life

It is important to keep all your current insurance documents in a safe place. Your need for insurance will change over the course of your life and career. Be sure to check our the resources online for more information. Home & renter’s insurance should be filed in the real property packet.

Insurance Documents to File Here:

  • Life
  • Health care
  • Government health card & ID cards (Medicaid/Medicare)
  • Dental
  • Long term care
  • Disability
  • Supplemental insurance (Echo, Tricare for Life, Aflac)

Resources:

Servicemembers Group Life Insurance (SGLI)
Tricare
Tricare Dental Plan
Healthcare.gov
Tricare for Life
Medicare
Long Term Health Care

Keeping Records in Order

You may find yourself in a situation where you need copies of immunizations, recent visits to the doctor, or records from providers outside a military treatment facility. Keeping track of dental visits and X-rays can be helpful when you’re on the move.

File Here:

  • Provider name/contact information
  • Immunization records
  • X-rays/date of X-rays
  • Recent dental appointment dates
  • Copies of civilian healthcare provider documents
  • List of medications/prescriptions
  • Sports/school physical records

Resources:

VA Benefits
MyHealtheVet 
Tricare.mil
Express Scripts

Wills, Powers of Attorney, End of Life Care & Directives

As a service member, free legal assistance is available to you at your installation. A Last Will and Testament is a good place to start. Powers of Attorney may be used to appoint an agent when a service member will not physically be present to take care of financial matters. You should keep current copies of all these documents in a safe place. Medical directives, funeral plans, and end-of-life plans can be stored here as well.

File Here:

  • Last Will & Testament
  • Trust
  • Powers of Attorney
  • Guardianship paperwork
  • Adoption paperwork
  • Divorce decree
  • Medical directive
  • Funeral plans

Resources:

Installation legal offices
American Bar Association – Military and veteran legal center
Advance Directives

Keeping It All Together

Use this pocket to keep school records & education transcripts, recent report cards, and test scores. Moving frequently means new schools, different curriculums, and changes for your children and you. When you have current information, it may help the transition go smoother from school-to-school.

File Here:

  • Transcripts
  • Report cards
  • Test scores
  • Immunizations
  • Individualized Education Program (IEP) information
  • 504 plans
  • 529 accounts

Resources:

School Liaison Officers
Military Child Education Coalition
School Scope Toolkit
IEPs
504 Plans
529 Plans

Records for the Non-Human Kind

When you have pets in your life, you know they have needs as well. It is a good idea to have a plan in place for your pet in the case of unexpected life events and expected events like relocating with your family. Make sure you have all your ducks, or dogs, in a row.

File Here:

  • Spay/neuter records
  • Shot records
  • Rabies/other certificates
  • Pet insurance
  • Microchip information
  • Service dog paperwork

Resources:

PCS and your pet
Flying with pets
Microchipping of Animals

The MILDOCS kit was developed by the Association of Military Banks of America in cooperation with individuals and organizations who volunteered their time to finalize the end product. 

Thank you to the Military Family Advisory Network’s 2017 – 2019 Military Spouse Advisors for assisting with the development and design of the MILDOCS project.  The advice, suggestions, and feedback were invaluable as this project came to fruition. 

We also thank the following organizations and individuals for their input to the content and resources for each MILDOCS topic.  Their guidance, comments, and counsel helped this project come together.

  • FINRA Foundation
  • National Military Family Association
  • American Bankers Association
  • Consumer Federation of America
  • Kellie Artis
  • Alecia Blair
  • Angela Caban
  • Lakesha Cole
  • Melissa Comeau
  • Shay Cook
  • Jennifer Davis
  • Lindsay Ferguson
  • Christopher Field
  • Brooke Goldberg
  • Peggy Haun
  • Reda Hicks
  • Lina Irizarry-De La Cruz
  • Taylor Miller
  • Shannon Razsadin
  • Kim Robertson
  • T.T. Robinson
  • Robert Rowe
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