How do you organise your online accounts before you die? For many people, managing digital accounts has become just as important as organising physical documents. Emails, photos, subscriptions, online services and stored information can all become difficult for family members to manage if nobody knows they exist.
Taking some time to organise your digital life now can make things much easier for the people who may need to help manage your affairs in the future.
Why should you organise your digital accounts?
Most people have more online accounts than they realise.
Over time, we collect accounts for everyday services, subscriptions, shopping, communication and storing important information. Some are used regularly, while others may have been forgotten completely.
After someone passes away, family members may need to work out:
- Which accounts exist
- Which services need to be cancelled
- Which information should be kept
- How to access important documents or memories
- What should happen to online profiles
Without guidance, this process can become time-consuming and stressful.
What online accounts should you organise?
A good place to start is by making a list of the digital services you use.
You do not need to record every account you have ever created. Focus on the accounts that matter or that someone may need to manage.
These may include:
Email accounts
Email is often one of the most important digital accounts because it connects to so many other services.
Consider noting:
- Your main email addresses
- Whether you would like accounts closed
- Where important information may be stored
- Any important contacts who should be notified
Banking and financial accounts
Online banking, investment platforms and payment services may contain important financial information.
You should not include passwords or security details in your Letter of Wishes, but it can be helpful to note that these accounts exist and where relevant information can be found.
Cloud storage and photos
Many people now store years of memories online.
Consider:
- Where your photos and videos are stored
- Which accounts contain important memories
- Whether there are specific files or collections you would like preserved
Social media accounts
Think about what you would like to happen with your online profiles.
Your preference may be to:
- Have accounts deleted
- Have accounts memorialised
- Leave them available for family memories
Different platforms have different processes, so leaving your preference can help your family know what you would have wanted.
Subscriptions and memberships
Subscriptions are easy to accumulate and easy to forget.
These may include:
- Streaming services
- Online storage
- Software subscriptions
- News subscriptions
- Gym or membership services
- Apps and digital services
A simple list can help prevent unnecessary ongoing payments.
How should you record your online accounts?
There are several ways to organise your digital information.
The important thing is choosing a method that is secure, easy to maintain and understandable to someone else.
Some people create a digital inventory containing:
- Account names
- What each account is used for
- Whether it should be cancelled, preserved or reviewed
- Where access information is stored
You can then refer to this information in your Letter of Wishes.
Your Letter of Wishes does not need to contain private login details. Instead, it can explain where important information is kept and what you would like your family to do.
Should you include passwords in your digital estate planning?
It is generally better not to write passwords, PINs or full access details in your Letter of Wishes.
Passwords can change, and storing them in multiple places can create security risks.
A safer approach is to use a password manager or another secure method for storing login information.
Your Letter of Wishes can include guidance such as:
- The name of your password manager
- Where access instructions are stored
- Who should be contacted if help is needed
This keeps your sensitive information protected while still providing useful guidance.
What about accounts you want deleted?
Some people have clear preferences about what should happen to their online presence.
You may wish to note:
- Which accounts should be closed
- Which accounts contain memories worth keeping
- Whether certain digital files should be saved
- Whether online profiles should remain active or be removed
You can also include reasons behind your preferences.
For example, you may want family photos preserved but prefer old social media accounts to be closed.
How often should you review your digital accounts?
Your online life changes constantly.
New subscriptions appear, old services disappear and your preferences may change over time.
It is worth reviewing your digital information after major changes such as:
- Creating new important accounts
- Changing your password manager
- Cancelling services
- Moving important files
- Changing your preferences about social media
A short review every year or two can help keep your information current.
How digital organisation helps your family
Organising your online accounts is not about preparing for the worst. It is about making things easier for the people who may need to help.
A clear record of your digital life can save your family from having to search through emails, devices and accounts while they are grieving.
By recording your preferences and providing guidance, you can help them understand what matters, what needs attention and what you would have wanted done.