Preparing Digital Backups for Travel
Securing Travel Documents
While many aspects of travel are wonderful (the people met, the gems discovered, the experiences earned) some events are problematic. When things are lost, stolen, misplaced or damaged, it’s wise to have backup plans. Preparing digital backups for travel is the wisest course of action a traveler can take
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Digital Backups
The best way to ensure you are traveling securely is through digital backups of all vital documents. This includes scans of your current passport, driver’s license, vaccination cards, medical documents, travel vistas and other important documents. If you are working abroad, you should also have a copy of your working contract (both in your native language and the local dialect), contact information for your company and a full list of your countries embassies and consulates. You should also keep a list of emergency contact information for friends and family back home.
This bulwark of documents take some time to put together, but the information it has is invaluable. If there is any trouble, it is a simple matter to simply take a USB out of a hiding place and review (or print) the necessary information.
Hidden Flash Drive
A small USB Flash Drive will work well for any traveler. The documents which need to be protected won’t take up much space. Ensure the USB drive has a cap or cover to protect it against dust. It must be small enough to fit, undetected, in a secure place in your backpack. I generally hide mine in a Ziploc bag within my Med-Kit
Checklist
This is a list digital backups for travel you need prior to leaving. It is also a good idea to have physical copies on-hand.
- Passport information page
- Passport page with relevant visa
- Driver’s license (National)
- International Driver’s License (if needed)
- Secondary ID Verification (Library Card, Voter Registration etc.)
- Hotel, hostel or location confirmation
- Airline confirmation (if a country requires an exit ticket, this should also be saved)
- Medical Documents (including emergency information and vaccination card)
- Addresses of US Embassies and Consulates
- Emergency Contact Information (Friends and family at home)
If you are traveling for work or long-term contract jobs, the following documents should also have digital backups.
- Contract (both in native language and local dialect)
- Work Visa
- Company contact information
- Resume or CV
- Degrees and Certificates (University degree or work licenses)
- Other work-related documents (letters of recommendation, work history, other qualifications etc.)
Waterproof and Fireproof Document Case
When traveling with vital documents, their protection is important. Some documents are best left inside your medical kit, where they’ll be easy to find. But other documents, some which may be hard to replace, should have a separate container. I personally travel with a Waterproof and Fireproof Document Case. It’s sturdy, easy to store in my backpack and has protected important documents like my work contract and degree from certain doom.
Scanning, Securing and Encryption
Once your documents are scanned and saved on your USB or Hard Drive, securing them is the next step. Digital backups for travel are too personal and valuable to allow anyone to access them.
Encryption is the act of converting information into a code so others can’t read it. There are many ways to Encrypt a USB Drive, but the two most common are listed here:
For Windows 10 Users:
Windows uses an in-house program called Bitlocker, which is free and easy to use.
- Insert the USB into your computer
- Move all necessary files onto the USB
- Right click on the USB drive icon under the PC File Explorer and select “Turn On Bitlocker”
- Select “Use A Password to Unlock Device”
- Create and verify your password before clicking “Next.”
- Select your recovery key method in the next Window and then click “Next”
- Now Click “Encrypt Entire File Drive” and click next
- Select “Encrypt in Compatible Mode” and click next
- Click “Start Encrypting”
Your drive is now encrypted. For people who want an extra layer of security, there are better third-party options which are more secure. But for 99% of users, this method will suffice. It is also possible to purchase special USB products which have built in security.
USB Storage
Once your USB has all the digital backups for travel saved and protected on it, it’s important to keep it in a safe place.
Either keep your USB in the same place where you securely protect your passport or place it securely inside your medical kit within a Ziploc bag.
In both cases, your files would be protected and hidden. If you have a USB for work or other needs, make sure to keep these USB drives in separate locations.
Your USB should weigh next to nothing, since the documents won’t take up much data. A 16 GB micro USB should be more than enough.
Printouts
In some cases, having information on a USB drive isn’t enough. This is common if you don’t have a computer nearby or an official branch of the government needs a copy of a document.
Be sure to make printouts of your important documents which can be kept in a watertight case. These documents usually include the following:
- Passport information page printout
- Passport Visa Page printout
- Driver’s license printout
- International Driver’s license printout
- Medical and Vaccination copies
- Emergency Information Page (Embassy and consulate addresses and emergency contact information)
It is also wise to have multiple passport photos. Passport photos are 2 x 2 inch (51 x 51 mm) photos used for numerous official documents. Travelers should always have a set of these photos to prevent being overcharged at border crossing or while doing paperwork when visiting a new country.
Passport photos can be purchased in bulk and then carried around with other important documents.
All of this can be carried in a lightweight fireproof-and-waterproof document case in any suitcase or backpack. The weight is minimal and it can save huge headaches down the road.
By having digital and physicals safety backups of documents, traveling the world becomes far safer, easier and more secure. Take charge of your safety by preparing and practicing solid safety habits.