How to keep documents safe while travelling: Simple solutions to enhance your security

Want to make your journey hassle-free? Learn how to secure travel documentation with efficient storage options, online tools, document organisers and more!

Pre-travel preparation

• Make copies: Create digital copies of all the essential documents and keep them on a reliable cloud storage service, or email the scanned images to yourself. Make a separate folder and give it a memorable name so that you can easily find the required information whenever there’s such a need. Hence, you will always have quick access to your documents, even if the originals are missing. For added security, create some physical copies and give them to a trusted friend or family member who can help you in case of an emergency.
• Switch to PDF: Keeping your documents in PDF format ensures that you can open and read them easily on any device. Turn to the top online editors, like PDF Guru, to convert AZW3 to PDF and change dozens of other file types in seconds, even on the go. With such platforms, you can also encrypt, e-sign and password-protect your papers, enhancing their security, and modify and compress PDFs to store them conveniently on your device.
• Use a document organiser: Invest in a quality document holder with multiple zippered pockets and separate compartments. It’s better to opt for waterproof models that can be worn under clothing. Thus, you will not only secure travel documentation and keep it organised but also minimise the risk of theft. In addition, consider placing a small GPS tracker inside the holder for even greater safety.
• Create a physical list of emergency contacts: Besides the list of emergency contacts stored in your smartphone, you should also have its physical copy at hand. Therefore, if it happens that you lose your device, you will still manage to contact your consulate, family members or friends to inform them about your problem.
• Contact your bank: Before getting on a trip, notify your financial institution about your plans, especially if you are going abroad. This will help you ensure that they will not freeze your credit/debit cards due to suspicious activity. Tell your bank the duration of your vacation and the locations you will visit. You should also carry some cash, just in case.

Best practices to keep documents safe whilst travelling

• Use safes wisely: Many hotels equip rooms with convenient safes. However, their security is slightly overestimated, as hotel staff may have access to them. With that in mind, it’s better to invest in a travel lockbox or safe with a steel cable, which can be secured to an immovable object. Hence, your papers will be fully protected while you are out.
• Consider other reliable storage options: If you prefer not to leave your vital papers in hotel rooms, consider using safety deposit boxes offered at the reception or look for other ways to secure travel documentation, like local banks or trusted luggage facilities.
• Be discreet: In case you need to access your papers in public spots, be as discreet as possible so as not to reveal where you keep your valuables. Moreover, never carry your document organiser in your hands – it’s better to hide it in the bag, where nobody will see it.
• Do not neglect insurance: When choosing travel insurance, opt for the plan that covers theft of personal belongings. Thus, you will be protected even in the worst-case scenario. Although such insurance may be more expensive, it gives you an extra layer of security, so it’s totally worth it.
• Keep an eye on your belongings: It doesn’t mean you should check your documents every five minutes, but it’s still useful to keep your eyes open when you carry the luggage in crowded spaces (airports, public transport, shopping malls, busy city streets, etc.).