Prepping for Long-Term Travel: Documents, Storage, and Virtual Mailboxes

Part 3: Prepping for Long-Term Travel: The Prep (Digitizing Documents, Mail-Forwarding, Virtual Mailboxes, and Physical Storage)

In this article:

1. Digitizing Important Documents

2. Mail-Forwarding

3. Virtual Mailboxes

4. Physical Storage

Digitizing Important Documents

When traveling long-term or without a fixed address, it's critical to digitize your important documents for safe and easy access. Save digital copies of documents like:

• Passport and ID cards (driver’s license or state ID)

• Credit and debit cards (front and back)

• Medical insurance cards

• Travel insurance policies

• Birth certificates, marriage certificates, or any other personal legal documents

Use trusted cloud storage services like Google Drive, OneDrive, or Dropbox to securely store these files. Make sure they are encrypted or stored in a password-protected folder.

Consider backing up these files to multiple services for redundancy, in case you lose access to one.

Most people know to have pictures of important documents, but you can't assume you'll have cell phone access everywhere, or that you'll have service where it's needed; anyone who's spent time at a DMV with no cell service, or in line at a passport check (where they intentionally block signals) should understand this pain all too well.

Tools like KeePass or Bitwarden allow you to store sensitive documents with encrypted access, or you can use the built-in Hidden Albums on Apple or Locked Folders on Android.

Additional Tips:

In addition, add the support numbers for each document/card to your phone.

When your wallet or purse goes missing, you'll want two things, 1) a quick and easy way to lock all your cards (temporary/immediate fix), and 2) a number to call in a worst case scenario.

For worst-case scenarios, if your phone is lost or stolen, check out Part 5: Prepping for Long-Term Travel: Worst-Case Scenarios (Backup Plans and Must-Have Apps).

Mail-Forwarding (<6 Months)

If you're traveling for less than six months and don't have a home address, USPS mail forwarding is an easy solution. For a $1 fee, USPS will forward your mail to another address, whether that’s a friend's house, family member's address, or any temporary residence. This service works well for short-term world trips but isn't suitable for extended travel beyond six months.

While this method is convenient for shorter travel periods, you should ensure the person receiving your mail can notify you of anything important that arrives.

Side note: This is a great tool to use anytime you move!

Virtual Mailboxes

For longer-term travel or when you won't have a permanent address, a virtual mailbox service is a more flexible option. Virtual mailboxes provide you with a physical mailing address where your mail can be sent.

The service scans the envelopes and allows you to:

• View scanned images of mail online

• Choose which mail to open, forward, shred, or store

• Some services even offer check deposit features, which allow you to remotely deposit physical checks.

  
  

Popular virtual mailbox providers include:

• Traveling Mailbox: Offers scanning, forwarding, and shredding services, with the option to have mail sent to any address worldwide.

• Earth Class Mail: Scans your mail and allows you to view, forward, or shred items. It's a premium service often favored by businesses or travelers needing advanced features.

• Anytime Mailbox: Provides a virtual address, and you can manage your mail through an app, giving you flexibility on the go.

• iPostal1: Similar features, with a range of address options and package management.

Virtual mailboxes are ideal for digital nomads or long-term travelers, as they provide a permanent mailing address even when you don't have a fixed home. Some services even offer the ability to receive packages.

Physical Storage

When you're away for a long time, you’ll need a secure place to store your physical belongings. Depending on what you’re storing, options range from personal solutions to professional services.

Storage Units: Renting a storage unit can be a great option for storing larger items like furniture, personal keepsakes, or bulkier equipment that you don’t want to sell or take with you. Many storage companies offer long-term rentals with discounts for extended stays.

• Self-storage companies: Consider well-known companies like Public Storage, U-Haul Storage, or Extra Space Storage, which offer secure units across the country.

• Climate-controlled units: If you're storing items that are sensitive to temperature or humidity (e.g., electronics or artwork), consider renting a climate-controlled unit to protect your belongings.

Some storage facilities offer limited virtual mailbox services, in addition to physical storage, for an additional fee; this can be a great way to hit two birds with one stone. They may not offer scanning and emailing, but if you just need a place for your mail to go while you're on the road, it may be a great option.

Friends or Family: If you don’t need much space, asking friends or family to store some personal items is often more affordable than renting a unit. However, it's important to clarify timelines and how long you plan to leave things with them. From personal experience, established family members will have no problems storing your things for awhile, but anyone living in an apartment or prone to moving will wish they didn't have your stuff over the long-haul.

Final Thoughts

Handling your mail, documents, and belongings while traveling for an extended period requires thoughtful preparation. By digitizing your important documents and storing them securely, setting up mail-forwarding or a virtual mailbox for ongoing communication, and arranging physical storage for items you can’t take with you, you'll ensure that your personal affairs are well-managed while you’re away. This gives you peace of mind, allowing you to focus on enjoying your travel experience.

Read Next: Part 4: Connectivity (Cell Coverage, Burner Phones, eSIMs)