Advice on organizing travel documents
 

Hello -we have a trip planned to Cuba for our family of 5 (which includes 3 children 11, 7, and 6.) I will be responsible for trying to wrangle all of our passports and ids etc. I was hoping someone could suggest a travel document organizer or holder or a method to keep them secure and organized. I have been unable to find anything that would manage more than 2 passports at a time and I would really like to keep everything together for peace of mind. Thank you.

Actually, I would not recommend lumping travel documents together.

The rules are relatively strict for Cuba, but the same applies for most old world destinations.

Each set of documents should be segregated and easily checked for completeness.

Minimize problems by color coding each document holder. Fred is blue, Sue is Pink, Sally is black, choose what's the best for each member of the family and memorize which is which.

What id are you taking other than passports? Why?

I keep my passport in my money belt, although that won't work for the younger kids, you and your husband could carry one extra passport each.

I was advised to bring our provincial health cards and birth certificates in addition to our passports. Plus our Cuban Tourist cards and proof of additional medical insurance. I will have copies of everything as well which I will keep separate.
I appreciate color coding each person but I was trying to avoid the bulk of having 4 separate cases.

Who gave that advice? Is there something special about Cuba that would require it? I do carry my health insurance cards (which also go in my money belt), but I certainly don't travel with my birth certificate!

I'd re-post over on the Caribbean Forum tagged for Cuba --not because carrying documents isn't a sort of general travel topic, but because Cuba can be a 'special case'.

@thursdaysd It was Cuba related just travel to a foreign country in general. Foreign Affairs and International Trade Canada brochure for Travelling with Children said "All children need a valid Canadian passport to travel abroad. Make sure you and/or your child also carry supporting identification, such as a birth certificate or citizenship card."

http://www.voyage.gc.ca/preparation_...en_enfants-eng

@janisj Thanks - I will give it a try - I wasn't concerned so much as to what documents to carry as I was looking for suggestions as to 'how to'. Travel wallets, document organizers etc. I just haven't come across anything that seems geared towards families with young kids who would not be responsible for their own passports. Thanks again.

@thursdaysd sorry that should read "it was NOT Cuba related" However that Cuban Tourist Card is something that is required and we are to receive one each from our airline when we board our flight.

I'd suggest getting a plastic wallet with divider pockets at the dollar store. Not sure why you wouldn't want to keep them all together. My mum always kept all our documents together when we traveled as a family. You will need to extract passports for examination at immigration, on entry to Cuba, and return to Canada, but for the bulk of the trip they should be placed in the hotel safe. Just keep a colour photocopy of each set of documents one in an envelope in your bag for day to day reference as needed.

@Freda_Seddon thanks! I do believe that is what I will do - I have already picked exactly what you suggested as it seems to be the only thing available. Thanks for the great advice - I figured there must be someone out there that has had this experience!

If you insist on keeping them all together, at least make sure you have access to scanned copies on the internet.

I bought a wallet type folder...I wish I could remember where I got it - but it has various slots and it fits all my kids' cards. I would carry that and their dad would carry the passports so that we always had at least one piece of id each. Another thought - I always keep a photocopy of all my documents in my luggage, tucked away just in case. I also leave a copy at home. As I write this - I sound a little over the top - but it has worked well for years.

Maybe each child can carry a photocopy of the documents on their person in case you all get separated from each other. That's what I am planning to do for an upcoming trip. I bought some around the neck style money belts for us to wear, including our child.

Thanks for all of the responses.

@thursdaysd It is not so much that I insist they be together - I will have all of Child 1's ID in order and Child 2 and Child 3 but after that I will have to have some way to carry them. Whether I split them up between my husband and myself one of us would still be carrying 3 sets of ID in a money wallet or some form of document holder regardless. And thank you I have already scanned and emailed copies of all ID to myself (my husband also has access to this email account). I have left copies with family here at home. In addition I will have a copy of everything in my luggage. So I will have several options should something happen to the actual passports etc.

@kelsey22 I agree with you - it does seem like overkill but in my experience Murphy's Law seems to prevail far too often for my comfort and I don't want to be caught by it that far from home especially when young kids are involved!

@Traveler_A That is a great point too. Each child has a small travel bag and in each I will include a copy of their passport and contact information (resort, embassy etc) in case we are separated.