Short answer: Walk through every room with video, then add clear photos and a short written record for items that would be difficult to identify or replace. FEMA recommends including descriptions such as year, make, and model where appropriate and keeping the inventory accessible after a disaster. Our editorial view is to finish a complete first pass in one session: a plain inventory of every room is more useful than a perfect spreadsheet that stops in the kitchen. Finish a complete room-by-room first pass before optimizing the format; a plain recoverable inventory beats a perfect unfinished catalog.
Start with a room-by-room video
Open closets, cabinets, drawers, garages, sheds, and storage areas as you move through the home. Narrate the room and identify major items. Move slowly enough to make objects recognizable, but do not treat the video as the only record; it may not capture labels, condition, or receipts clearly.
Add photos that prove identity
- Take a wide photo showing the item in its room.
- Take a close photo of the brand, model, serial number, and distinctive features.
- Photograph the receipt, invoice, or warranty when it is relevant and available.
- For sets or collections, photograph the full group and representative details.
Record the useful fields
| Field | Why it helps |
|---|---|
| Room and item description | Lets you rebuild the contents of each space. |
| Year, make, and model | Distinguishes similar products and generations. |
| Serial number | Identifies appliances, electronics, tools, and other equipment. |
| Purchase record | Supports date and price when your insurer or warranty provider requests it. |
| Appraisal | May document valuable jewelry, art, collectibles, or other high-value property. |
Store the inventory away from the same hazard
A file that exists only on a computer inside the home can be lost with the belongings it documents. FEMA says the inventory should remain accessible after a disaster. Use protected remote storage or another secure off-site copy, and test that you can open it without relying on your home network or one device.
Protect privacy: inventory files can contain serial numbers, valuables, addresses, and financial records. Use access controls appropriate to the sensitivity of the information, and do not place an unrestricted public link in email or social media.
Keep insurance questions separate
An inventory documents possessions; it does not decide what a policy covers or how a loss will be valued. Coverage, deductibles, limits, exclusions, replacement cost, and actual cash value depend on the policy. Review coverage with the insurer or a qualified insurance professional, especially after renovations or major purchases.
Use a maintenance rule you will remember
- Add a major purchase when it enters the home.
- Update rooms after a move or renovation.
- Review the inventory with the annual insurance review.
- Remove sold or discarded items so the record stays credible.
- Test the backup and file access at least once a year.
Do not put this in the wrong place
- Do not publish serial numbers, identity documents, account numbers, or the location of valuables.
- Do not assume a photo alone proves value or coverage.
- Do not delay an urgent claim while trying to recreate a perfect inventory; follow the insurer's reporting instructions.
Bottom line
Video every room, photograph identifying details, add written descriptions and available proof, then keep a secure copy away from the home. Completion and recoverability matter more than an elaborate app or filing system.
Sources
These official references were used for the factual guidance and limits above.