Question: Some of my important documents were destroyed during the disaster. What do I do?

A. Bank and Investment Account Records

It is unlikely that banks will have lost any records, so you should contact your bank directly regarding any records you have lost and request duplicates. Similarly, contact your investment brokerage for duplicates of your account records.

Claims for lost, stolen or destroyed United States savings bonds, bearer securities or registered securities can be made directly to the United States Treasury Department at www.treasurydirect.gov and click on Treasury Hunt.

B. Birth, Death, Marriage Certificates and Divorce Judgments

Birth and death certificates are kept by the State of Illinois and by the county in which the event occurred. The Illinois Department of Public Health can provide certified copies of birth and death certificates to specified persons for a fee of $15-$17 (plus any additional credit card fees and shipping fees). Birth and death certificates may be requested from the Department of Public Health, after completing an Application to Search for Birth/Death Records, in one of the following manners:

IN PERSON or BY MAIL: Illinois Department of Public Health
                    Division of Vital Records
                    605 West Jefferson Street
                    Springfield, IL 62702-5097
                    217-782-6553

FACSIMILE: 217-523-2648 (using major credit card)

ONLINE: http://www.idph.state.il.us/vitalrecords/index.htm

While the Department of Public Health can verify the facts of a marriage or divorce taking place since 1962 for a $5 fee, certified marriage certificates and divorce certificates (called a certificate of dissolution) are only available through the County Clerk’s office in the county where the marriage and/or divorce took place. The rates and fees for certificates may vary from county to county. The contact information for the court clerks in each Illinois county can be found at this website: http://www.idph.state.il.us/vitalrecords/countylisting.htm

To facilitate the request for certified records, the requesting party should have information relevant to the particular request, which may include some or all of the following: date of birth/death/marriage/divorce, place of birth/death/ marriage/divorce, parents’ full name (including mother’s maiden name), full name of person(s) who are named on the requested certificate, and the requestor’s reason for the order and/or relationship to the person the vital record pertains to.

Divorce judgments, which contain the substantive terms and conditions of the divorce ruling/agreement, are only available from the circuit court clerk’s office in the county where the judgment was entered and the divorce occurred. To obtain a copy, contact the circuit court clerk’s office. Research, copy and delivery fees may vary from county to county. Provide the circuit court clerk with the names of the parties, the case number, and the date of the divorce judgment. The contact information for the circuit court clerk’s in each Illinois county can be found at this website: http://www.state.il.us/court/CircuitCourt/CircuitCourtJudges/CCC County.asp.

Some Illinois counties may have certain court filings available online. Contact the court clerk’s office for information on obtaining online filings.

C. Illinois Driver’s License and Identification Cards

An Illinois driver’s license and identification card can be replaced at any Secretary of State facility in the state. A list of all Secretary of State facilities can be found at this website: http://www.cyberdriveillinois.com/departments/ drivers/facilities/home.html.

To request a duplicate driver’s license or ID card, acceptable identification must be presented. Acceptable identification includes one document evidencing written signature, and one other document evidencing either proof of birth date or proof of Social Security Number or proof of residency/personal data. A list of acceptable identification items can be obtained at your nearest driver’s license facility and at this website:
www.cyberdriveillinois.com/departments/drivers/drivers_license/acceptable_id.html

There is also a list of unacceptable identification.

D. Vehicle Registration and Ownership Documents

To obtain a duplicate vehicle title and/or vehicle registration ID card, you must complete an Application for Vehicle Transaction(s) (VSD 190). To request an application form call toll-free in Illinois (800) 252-8980, Chicago (312) 793-1010, or Springfield (217) 782-6306 or visit your nearest Secretary of State facility (see above for website link to all facilities).

For a duplicate vehicle title, you must submit your completed application, along with a $95 fee and any pertinent documentation, either in person at any Secretary of State facility or by mailing the completed application and fee to:

Office of the Secretary of State
Vehicle Records Processing Division
501 South 2nd Street, Room 424
Springfield, IL 62756-6666

More information about duplicate vehicle titles is available online at:
www.cyberdriveillinois.com/departments/vehicles/title_registration/duplicatetitles.html

For a duplicate vehicle registration ID card, you must submit your completed application, along with a $3 fee, either in person at any Secretary of State Facility or by mailing the completed application and fee to:

Office of the Secretary of State
Vehicle Services Department
501 South 2nd Street, Room 011
Springfield, IL 62756-6666

More information about duplicate vehicle registration ID cards is available online at:
www.cyberdriveillinois.com/departments/vehicles/title_registration/ reg_idcards.html

E. Passports

Passports can be replaced by applying in person at your local post office or the circuit court clerk’s office in your county. If you need your passport quickly, schedule an appointment at the Regional Passport Agency in Chicago by calling 1-877-487-2778. When you submit your application for a passport, you will also need to submit proof of U.S. citizenship, acceptable identification (along with a photocopy of acceptable identification), two passport photographs, and the applicable fee. For more information go to:  http://travel.state.gov/ passport/get/first/first_830.html

F. Deeds and Mortgages

Copies of deeds to your house and land, as well as mortgage instruments are kept by the Recorder of Deeds office in the county in which the property is located. Certified copies can be requested from the Recorder of Deeds office. Many Recorders have made copies of deeds and other recorded instruments available online. You may also want to contact the title company at which your last closing took place.

G. Immigration Documents

If you are a permanent resident who needs to replace your green card, or a conditional resident who needs to replace your two-year card that has been lost or destroyed, you may apply for a replacement card by filing a USCIS Form I-90 with the U.S. Citizenship and Immigration Services. The filing fee is $290 (additional fees may apply) and all supporting documentation must be included with the application. More information is available online at:  http://www.uscis.gov/portal/site/uscis.

H. Credit Cards

If your credit cards are lost, you must notify the bank that issued the card right away. You should ask the bank to cancel the lost card and issue you a new card. Cancelling your credit cards will limit your liability in the event someone finds your lost credit card and attempts to use it.

I. Tax Returns

To obtain copies of your federal tax returns, contact the IRS Service Center at 1-800- 829-1040 or go online at www.irs.gov. If you need an exact copy of your return(s) including attachments, you will need to complete Form 4506 Request for Copy of Tax Return and submit it along with a $57 fee for each tax year requested. You can request the current tax year and up to the past 6 tax years.

If you need only a tax return transcript, which shows most line items on the tax return, you can obtain a transcript free of charge by calling 1-800-829-1010 or by mailing a completed Form 4506-T. A tax transcript can be requested for the current and past 3 years.

To obtain copies of your Illinois tax returns, you must complete Form IL-4506, Request for Copy of Tax Return. A separate form must be completed for each tax return you are requesting and there is a $5 fee for each return. Mail your completed Form IL-4506 along with payment to:

Records Management Division 2-202
Illinois Department of Revenue
P.O. Box 19014
Springfield, IL 62794-9014

For more information and to download a copy of Form IL-4506, go to:
http://tax.illinois.gov/Individuals/FilingRequirements/returncopy.htm.

J. Social Security Cards

Contact your nearest Social Security Administration office to apply for a replacement Social Security card. Replacement is free. You will need to complete an Application for a Social Security Card (SS-5) and show proof of U.S. citizenship and identity using original or certified copies of appropriate documentation. If you are not a U.S. citizen, you will need to show proof of immigration status, work eligibility, and identity. For more information, call 1-800-772-1213 or visit Social Security’s website at:  www.ssa.gov

K. Social Security/SSI Checks

If your paper Social Security/SSI check is lost or destroyed, you must call 1-800-772- 1213 to request a replacement. If you receive your benefits through Direct Express prepaid debit card and you need to replace the debit card, you should visit your local Social Security Administration office or call 1-800-772-1213. If you receive paper checks, you should consider receiving future checks by direct deposit or through a Direct Express prepaid debit card.

L. Medicare Card

You can request a replacement Medicare card online at:  http://www.socialsecurity.gov/medicarecard/
 
You will need to provide your name as it appears on your most recent Social Security card, your Social Security number, and your date of birth. If you prefer, you can request replacement by calling the Social Security toll-free number at 1-800-772-1213.

M. Illinois LINK Card

Illinois Food Stamps/SNAP and cash assistance from the Department of Human Services are electronically issued and accessed by recipients through the Illinois Link Card. If your Link card has been lost, you can request a replacement card through the Illinois Link Help Line at 1-800-678-LINK (5465). The local office may issue a replacement card in rare instances, including a customer’s Link card being destroyed in a disaster.

NOTE: Food bought with Food Stamps/SNAP benefits may be replaced if destroyed in a disaster beyond the household’s control (i.e., fire, flood, tornado). A written request for replacement must be made within ten (10) calendar days of the disaster and the disaster must be proven. Food may also be replaced if lost due to a power outage of at least 4 hours, if the outage was not due to nonpayment of utility service or mechanical problems (i.e., broken refrigerator).

N. Illinois Medicaid Card

Medicaid cards can be replaced for the remainder of the time on the card by going to the local Department of Human Services office and requesting a replacement card. At the end of the time period covered by the replacement card, the next Medicaid card will be sent as it normally would. To find the nearest local DHS office, call the DHS Help Line    at1-800-843-6154 or visit its website at:
http://www.dhs.state.il.us/page.aspx?module=12&officetype=&county

O. Special Note on Identity Theft

If your identifying documents have been lost, be careful of identity theft as well. One way to combat identity theft is to put a fraud alert on your credit reports. You will need to contact each credit reporting agency as follows: TransUnion (800-680-7289), Equifax (800-525-6285) and Experian (888-397-3742)

In addition, you can contact the Illinois Attorney General ID Theft Hotline at 1-866-999- 5630 for assistance. The Illinois Attorney General’s website has a resource guide and other useful information available for downloading at:
http://www.illinoisattorneygeneral.gov/consumers/hotline.html

One of the most important things you can do to protect yourself from identity theft is to request your credit reports every year and review them for accurate information. To request your free annual credit reports go to:
https://www.annualcreditreport.com/cra/index.jsp

If you suspect that someone is using your identity, you should immediately file a report with the local police or the police department where the identity theft took place. Keep a copy of the police report for your records.

If you suspect your Social Security card or number is being used by someone, you should file a complaint with the Federal Trade Commission (1-877-ID-THEFT or 1-877- 438-4338) or file an online complaint with the Internet Crime Complaint Center at http://www.ic3.gov. You can check your Social Security record to ensure your income is calculated correctly by calling 1-877-772-1213.

P. Wills, Advance Directives, and Other Estate Planning Documents

Usually, Last Wills and Testaments, Powers of Attorney, Living Wills, and other estate planning documents (also known as testamentary documents) are not enforceable unless you have the executed original. If the original document is destroyed, you will need to obtain and execute a new one. However, a copy of the destroyed original testamentary document may be used to create the new one thus saving you time and money.

If the testamentary document was created by an attorney, the attorney will likely have a copy in his/her file. The attorney can provide you with a copy of the document. Whether or not you are able to obtain copies of the testamentary documents, contact your attorney to help you execute new originals.

If the lost or destroyed document is a Power of Attorney of a family member who is no longer competent, consult with an attorney about guardianship.

You may be the executor or heir of a family member or friend who has passed away, and the original Last Will and Testament cannot be found, but you have a copy of the document. Generally, it is a difficult task to probate a copy of a lost original Will. There is a presumption that the original copy of the Will was revoked. Once the presumption is overcome, the party seeking to probate the “lost Will” must prove the Will’s proper execution and attestation. In this situation, you should consult a private attorney that handles probate matters.

To download the full Disaster Legal Services Manual, please click here.