How to replace important documents destroyed in a fire

Among the many items burned in the Los Angeles County fire, thousands of important documents containing important personal, medical and financial information were also destroyed.

Fire survivors are going through many emotions including shock and grief while at the same time realizing the need to start coming together to rebuild and restore, said Jennifer Jorge, director of community social services for the Motion Picture and Television Fund.

So after a fire survivor is able to find food and shelter, the first thing on his or her checklist may be applying for and replacing important documents.

Applying for disaster relief, applying for insurance and, in some cases, picking up free essentials from local distribution centers requires some form of identification.

But the process can feel overwhelming.

“There’s a lot of information out there, but it’s actually very little information, so [the Motion Picture and Television Fund] what we’re really trying to do is to provide practical help to help people start to relax and focus on what they have to do,” said Jorge.

The advice that Jorge and the social services team share with their industry also applies to the general public.

More tips on how to prepare for the document recovery process are at the bottom of this article. But if you’re ready to get started, here are some tips on what you need and what to do:

Top 6 important documents you need to return

The top 6 important documents you need to return include:

1. Passport
2. Driver’s license or California Real ID (California residents must have Real ID by May 7.)
3. If you own a home, it’s your property title
4. Birth certificates
5. Marriage certificate
6. Insurance documents (home or rental)

These documents can be replaced by contacting the appropriate agencies below:

1. US State Department website. The Disaster Recovery Reform Act of 2018 legally allows the US Department of State to waive passport application and file search fees for those whose passports are lost or damaged after qualifying major disasters and the Los Angeles area fires are a qualifying major disaster.
2. You can request a replacement driver’s license or identification card by visiting your local Disaster Recovery Center where DMV officials can help you replace or reapply for free. You can also seek similar assistance at your nearest DMV office. A list of DMV locations and contact information is available; online appointments can be made here.
3. Los Angeles County residents directly affected by the fires can request local records at no charge to support their recovery efforts. You can call the Office of the Registrar-Recorder/County Clerk at (800) 201-8999 and from the options menu select “option 1,” followed by “option 2.” You can also email rrccfireassistance@rrcc.lacounty.gov for assistance. For more information visit the county department website.
4. Vital records (birth, death and marriage certificates) should be requested from the county recorder’s office in the county where the event occurred. The California Department of Public Health has an online list of county recorder’s offices and their contact information. Los Angeles County fire victims can request vital records at no charge by contacting the county Registrar-Recorder/County Clerk’s office. Follow the same instructions for property record requests.
5. Call your insurance company and ask for a copy of your homeowner’s insurance policy, including your declarations page – the same guidance goes for renter’s insurance. The law requires your insurance company to provide this for free within 30 days of your request, according to the California Department of Insurance.

It is important to note, when applying for Federal Emergency Management Agency Disaster Assistance, you only need the following information.

• The names of everyone living in your home at the time of the fire.
• Social Security Number (yours or your child’s).
• Household income.
• Contact information.
• Property damage information/emergency needs.

What address can I use to replace documents if I lose my house?

If you can, you can rent a PO box from your local post office. You can find, place and apply for a PO box online.

You will then take your completed application and two forms of identification to the post office, where your box is, to receive your keys.

For those who cannot use a PO box, finding a trusted friend or family member to deliver the documents on your behalf is recommended.

You can also transfer your mail to a temporary location by submitting a formal address transfer order online or by completing a PS Form 3575 (COA) available at any post office. Performing this process online requires you to verify your identity by using a valid credit or debit card; you will be charged a $1.10 service fee.

Where can you find help and guidance for this process?

Los Angeles Mayor Karen Bass, FEMA and Small Business Administration officials opened the city of Los Angeles’ Disaster Recovery Center Tuesday at the UCLA Research Park, formerly known as the Westside Pavilion, and the Pasadena City College Community Education Center.

Officials from all government agencies including the DMV, Department of Community Services, Franchise Tax Board, Department of Insurance, State Licensing Board, Public Health Records and more are available to help you navigate records replacement and other disaster-related assistance.

More places to stay at Disaster Recovery Centers:

• UCLA Research Park West, 10850 W. Pico Blvd., Los Angeles 90064.
• Pasadena City College Community Education Center, 3035 E. Foothill Blvd., Pasadena 91106.

Both centers are open daily from 9 am to 8 pm

What is the realistic timeline for obtaining these documents?

There is no general timeline for how long it will take to receive each document that is replaced by email, Jorge said. But the agencies are reportedly making it a priority to expedite those requests.

Check yourself, your mental health

As you begin to return your required documents, the process begins with a request for assistance.

“It takes a lot of courage to ask for help, but I think everyone should really listen to themselves,” said Jorge. “Everyone is dealing with some level of grief, the home they lost, the school their children went to, the memories, the material things, all these things.”

If you need mental health support before you begin the recovery and rebuilding process, there are several ways to connect with a support network.

“This is going to be a long road, and we don’t want a single person to walk this journey alone,” said Jorge.

There is no right time to start this process; However, it is better to start sooner rather than later, he said.