Organizing Important Documents For Your PCS

Moving is always a stressful event, but it can be even more overwhelming for military families who are required to relocate frequently due to Permanent Change of Station (PCS) orders. One of the most important aspects of a successful PCS move is organizing important documents. Here are some tips for military families to help them organize their documents for their next PCS move.

1. Create a PCS binder or folder

The first step is to create a binder or folder specifically for your PCS move. This will be your go-to place for all important documents and information related to the move. You can use a physical binder or folder, or create a digital folder on your computer or in the cloud.

2. Keep all Documents in one place

Make sure that all important documents are kept in one place. This will make it easier to find them when you need them. Some of the documents you should include are:

• Orders: Make sure you have a copy of your PCS orders, as you’ll need them to start the moving process.
• Identification: Make sure you have your military ID cards, passports, driver’s licenses, and any other important identification documents like birth certificates, marriage certificates, adoption records, divorce or custody documents, and pet licensure.
• Medical and Dental Records: Make sure you have copies of all medical records for you and your family members, including immunization records and prescriptions.
• Financial Records: Keep copies of all financial records, including bank statements, tax documents, 401K, retirement statements, investments, savings bonds, and insurance policies.
• School Records: If you have school-age children, make sure you have copies of their transcripts and school records. IEPs or education plans
• Housing Records: Keep copies of your lease or mortgage documents, as well as any home inspection reports.
• Vehicle Information: Loan or lease agreements, title/VINs, insurance, registration, and warranty paperwork. 
• Insurance Documents: Have copies of all of your insurance documents like life insurance, supplemental insurance, health and dental insurance, Tricare documents, short-term or long-term disability coverages, etc.
• Veterinary Records: Your pet’s health records are important records to take to your next locations too. Pet licenses and vaccinations.
• Moving Company Info: Keep all of the moving company records, receipts, and information in your binder so you know where it is at all times during your move.

3. Label, label, label

Label everything in your PCS binder or folder. This will make it easier to find what you need quickly. Use dividers to separate different sections of the binder, such as orders, medical records, financial records, and housing records.

4. Make copies

Make copies of all important documents, and keep the copies in a safe place. You may need to provide copies of these documents to various agencies and organizations during the moving process, so it’s important to have extras on hand. You might find it beneficial to keep copies online or on a password protected flash drive that you keep safe as well. But, remember, a digital copy should not be your only copy.

5. Update often

Make sure to update your PCS binder or folder regularly. As you receive new documents or information related to your move, add them to the binder or folder. This will ensure that everything is in one place and easy to access when you need it. Keep the binder with you when you PCS. Don’t pack it away or send it with the moving truck. Know where your binder is at all times. These documents are essential for all of your family’s needs. 

Organizing important documents for a PCS move can be a daunting task, but it’s essential for a successful relocation. By following these tips and creating a PCS binder or folder, military families can ensure that they have all important documents in one easily accessible place. Remember, the more organized you are, the smoother your move will be!

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Written by Brandy Hall, MSN, RN. Brandy Hall, Nurse Writer, turned a passion for patient teaching into content writing. She teams up with health and wellness providers to improve patient health and relationships. By creating easy-to-understand patient education content, she helps patients understand their health without complex terms and jargon. Now she explores the world through creativity and adventure as a mom and military spouse.