Keeping Safe Digital and Paper Copies of Your Documents
How to scan, name, store and back up your passport, contract and certificates so that you can prove who you are and what you were promised.
Your documents are the proof of who you are, what you can do and what you were promised. Losing them, or having them kept from you, makes every problem harder. Good copies cost little and protect you a great deal.
What to copy
- Passport: the photo page and every visa or stamp page.
- National ID.
- Employment contract and offer letter, every page.
- Visa, work permit and residence card.
- Education and trade certificates.
- Medical test results and vaccination records.
- Police clearance certificate.
- Payslips and bank receipts.
- Receipts for any payment you made to get the job.
- Emergency contacts and your embassy's details.
How to make good copies
- Use daylight or a bright lamp and put the document on a flat, plain surface.
- Take the photo straight on so no part is cut off.
- Check that every word is readable when you zoom in.
- For long documents, photograph every page, including blank pages that have stamps.
- Our upload page works best with clear, complete photos.
How to name files
Use a clear name that you will recognise later. For example: passport-photo-page, contract-page-1, visa-2026. Keep them in one folder.
Where to keep them
- On your phone, in a folder.
- In an email to yourself, or in an online storage account protected by a strong password.
- A paper copy in a different place from the originals.
- A copy with a family member you trust.
- If you use online storage, set a strong password and do not share it. Use two-step verification if it is offered.
Keeping copies safe
- Do not post pictures of your passport or ID on social media.
- Do not send them to anyone you do not know. Recruiters and employers may need them, but send them only after checking who they are.
- Delete copies from shared or borrowed devices.
Keep the originals yourself
Many countries restrict or prohibit employers from keeping workers' passports. Keep your original documents in a safe place that you control, and carry copies for everyday use.
Update as things change
When you receive a new visa, permit or contract, add it to your folder the same day.
This guide gives general information.
Have Specific Questions About Your Own File?
This guide covers general principles — your registered file gets a named TAPS specialist who confirms exactly how each of these applies to your source country, destination, and contract.