Important Documents

Jackdaw · Jan 29, 2015

Store them with an attorney or bookkeeper. For a small fee they will keep them in a safe and deliver notarized copies or originals on your request. I did this when I lived overseas for 5 years.

But also, make color high resolution scans of the documents, and web-email (gmail best) them to yourself. Or store them in a cloud service like dropbox. That way you can get them instantly from almost anywhere. Keep a copy on the boat. It's amazing how often a good color copy of a doc will serve.

justsomeguy · Jan 29, 2015

How about keeping copies in your ditch bag?

P.S.- If you'll forgive me, who cares if you're married or divorced?

woodster · Jan 29, 2015

justsomeguy said:
P.S.- If you'll forgive me, who cares if you're married or divorced?

i for one

and for #2 can you spell insurance companies

Jack had some very good input on this subject

Ron20324 · Jan 29, 2015

I suggest, if as Jackdaw suggests, do not use a person who is in a business by themselves. If they go out of business, you may have a hard time getting your things back. Use a company of multiple lawyers (or whatever), which should continue beyond any one lawyer.

Crazy Dave Condon · Jan 29, 2015

Looking at the original post, it leaves me to question this.

First the Bio shows lake and a H 28.5. You are not very specific other than live a board. If planning to cruise that is another thing. So a little more information would be handy. You will have a permanent place to store documents but the only thing I see you will need to keep with you is your passport and maybe some second Identity for example drivers liscense. If crusing that would be the only two I would keep on board and I would make sure to keep them safe where no one except for God and you would know where they are at. Otherwise, store the other docs in a bank box.

justsomeguy · Jan 29, 2015

Crazy Dave Condon said:
Looking at the original post, it leaves me to question this.

First the Bio shows lake and a H 28.5. You are not very specific other than live a board. If planning to cruise that is another thing. So a little more information would be handy. You will have a permanent place to store documents but the only thing I see you will need to keep with you is your passport and maybe some second Identity for example drivers liscense. If crusing that would be the only two I would keep on board and I would make sure to keep them safe where no one except for God and you would know where they are at. Otherwise, store the other docs in a bank box.

Read some of Mr. Olden's other posts.

justsomeguy · Jan 29, 2015

woodster said:
i for one

and for #2 can you spell insurance companies

Jack had some very good input on this subject

Oooh, intrigue!

Stu Jackson · Jan 29, 2015

Richard, Jack & Ron are right. You may also choose to ask this question over on www.cruisersforum.com, since they have more folks in your situation than the mostly coastal cruisers we find here.

RichH · Jan 29, 2015

If youre travelling just 'state to state', etc. ....:
•Be sure to have a cert'd copy of your original bill of sale AND cert'd copies of ALL recent (state and local) tax bills paid on the boat.
•USCG Boat documentation papers or state registration documents.
•Many states now are beginning to require a contemporaneous written log of pump-outs ... keep those 'receipts' as backup documentation.
•All insurance info/documents - receipts.
•In those states that now require 'safe boaters courses and ID', an acceptable 'equivalent' issued from your home state or other state .... check Boat/US 'state government issues' website.
•Keep receipts from marinas, restaurants, pump-outs ... to prove your 'whereabouts' especially when having to prove that you were in or 'entered' a state with a 'taxation grace period' .... before applicability of ALL sales/excise/etc. (or differential thereof) of taxes due, etc. ... if you exceed that grace period, those records are 'admissible'. Check the Boat/US government affairs website.
•Firearms (where permitted) photocopy of serial number ON firearm, copy of orig. bill of sale. If applicable for 'reciprocity' - copies of CCW permit.
•Photocopies of all drivers licenses, credit cards, CCW permits, etc.
•A comprehensive list of serial numbers of all equipment that can be 'stolen'- electronics, dinghy, outboard, camera, etc.

Traveling to 'offshore' and other countries.
all of the above +++:
•Photo-copy(s) of your passport.
•Back up cert'd/notarized copy of your birth certificates.
•DTOPS 'stickers' and paper copy of same - ABSOLUTE REQUIREMENT for reentry to US as per DHS.
•Copy (should be notarized) of 'planned travel itinerary' that you filed with the USCG/DHS before you left the country.
•Cert'd copies of all animal (pet) importation forms - need these BEFORE you arrive in foreign countries.
•Copies of pet's health certificate.
•Photo copies of any "local boater" immigration cards (and receipts). LOCAL BOATER ID CARD (and cellphone) strongly recommended for reentry into Florida ... so you dont have to endlessly 'traipse' off long distances to official entry points & within 24 of arrival.
•Firearms (where permitted) photocopy of serial number ON firearm, copy of orig. bill of sale. + ammunition inventory.
•A comprehensive list of serial numbers of all equipment that can be 'stolen'- electronics, dinghy, outboard, camera, etc. (with copies of orig. receipts) .... & to help prove that no 'import duty' is needed if challenged upon your return.
•Up to date flares, etc. .... up to date for when you 'arrive' back into US.
•Comprehensive itemized list of all prescription medications onboard (with copies of prescriptions for 'opiates', etc.)
•USCG Boat documentation papers or state registration documents. State registration NOT accepted in "French" islands and territories - HEAVY fines.

You dont NEED most of the above; but, if you get into a tax or reentry 'cluster festival' you will be sure glad you have such with you.

Happy travels. ;-)

justsomeguy · Jan 29, 2015

Ziplock.

Jackdaw · Jan 29, 2015

All in here. Get rid of the foam if you want. Throw in some desi bags and you're golden.

http://www.rei.com/product/778223/pelican-1200-case-with-foam

RichH · Jan 29, 2015

Richard Olden said:
To Crazy Dave, we sold the H28.5 two years ago in planning for full time cruising. We gave ourselves a year to sell and it went in 6 weeks. Will be selling house and possessions so we will no longer be lake sailors, and will upgrade to 42-43 foot boat for live aboard cruising full time.

Thanks to all for the input and the lists of additional items of importance.

One more question is.......what do you use to store the documents on the boat? I worry about humidity and mold affecting the quality of the materials. I also plan on keeping copies of all documents on a flash drive.

Waterproof (zip lock closure) folio ... kept with/near the 'ditch' bag; and/or, inside of waterproof computer case (protects against 'dinghy spray').
HAS to be waterproof, as ocean travel will tend to accumulate a LOT of 'salt spray dust' on and in nearly everything inside a boat; the salt then absorbs the moisture ....... . Stowage on a traveling boat is always a 'problem'; keep all the 'stuff' as absolutely as small as possible.
Flash drive, etc. is OK but usually not acceptable to bureaucrats, et al. Eg. - To date no state accepts 'digital' driver's licenses, etc.

FWIW -- when sailing internationally, I mail a duplicate package of all the 'copies' I keep in my 'official papers' folio and send it to my 'mail forwarder'. If needed, its there ready to be 'forwarded' to myself, then the forwarder can go to my 'mailbox', open the package and either digitize or send only what's really needed. Make prior arrangements (do not open!) with your (highly trusted) mail forwarder. If you plan East Coast / Caribb / GOM , etc. travel, I would recommend St. Brendan's in Green Cove Springs, FL. - outstanding!!!! A lot of permanent 'CRUISERS'** use St. B as their official address.
(** NEVER EVER use the term 'live-aboard' ---- potentially serious tax, etc. disadvantages if you do. The correct and 'safest' term is 'cruiser'.)

lehighsail · Jan 29, 2015

I seal all important papers kept on board in "Food-Saver" bags. The material is thick so the docs are dry, visible and waterproof.

Delezynski · Jan 30, 2015

Richard,

A lot of good advice in the thread. I might add that in some countries, for an item like the boat USCG documentation, a COPY, even notarized, would not work. They wanted to see the original and a copy to keep for there records.

You might also want to take a look at a couple of short Youtube videos we did regarding the subject.
http://youtu.be/PB0M0G2Vurc
and
http://youtu.be/Yyz14Ygri4c

Hope they help....

Greg

Crazy Dave Condon · Jan 30, 2015

Richard;

Thank you for the information; however, I will defer to others as to what you should have with you. It sounds like RichH had very good imput. For me, I retired back to the Blue Ridge Mountains of Virginia as the mountains are in my blood.

Kermit · Jan 30, 2015

Crazy Dave Condon said:
Richard;I retired back to the Blue Ridge Mountains of Virginia as the mountains are in my blood.

They must have to use extra large needles when taking blood sample. You know, all those mountains clogging them up and all. ;-)

capta · Jan 30, 2015

We keep our passports, ship's papers and clearance from our last port in a bag under the chart table. Quite close by is our cash and wallets, so it can all be grabbed quickly should we need to evacuate the boat in a hurry, or get boarded by the officials. We do have copies of the passports and ship's papers on the computer for sending online if necessary.
Most everything else mentioned above is in a file folder or safe and are all replaceable and rarely if ever, needed.
We do not keep the DTOPS current as it a total waste of money for us; we see no need to pay an annual fee for something we never use.
Having things in the hands of a lawyer at home seems odd to me, unless you have a great deal of extra cash for UPS International overnight shipping, which is pretty expensive.
So, in reality the only things I have had to produce for any official in Bermuda and the Eastern Caribbean islands since we left the states 4 years ago, has been our passports, the ship's document and the clearance from our last port. No insurance papers for marinas or dry docks, no health certificates and no captain's licenses. We even enter and leave the USVI using SVRS online and a phone call; no more.