Once you have decided that it is necessary to maintain records of your online affairs, it then becomes important to understand how this information will be stored. It is critical to identify what data should be kept with your lawyer/will. Not all users online need legal services to manage their affairs in the event of their death. However, you alone are aware of all your online holdings, properties, etc. and whether or not they may require legal involvement in resolving your estate.

This purpose of this post is not to provide legal advice. If you use a will, you need to discuss these items with your legal advisor. He/she will know what should be maintained as part of your will (i.e., who is the beneficiary of your online eBay store if you have a partner it should go to, who receives the financial benefits located online and so on) and what should be kept as part of your own household records (for example, it may be necessary to have your spouse handle email replies and such if they are not related to a business which will be inherited by someone else).

If your lawyer advises keeping the records as part of your will, then he/she will define how the information should be formatted and attached. The following will now go through the various forms that may be required by your legal counsel as well as the data you may maintain directly as part of your household records.

Initial Capture of Data

The data may be kept in various file formats and/or applications. It will be necessary to not place the data in a location that may be accessed from outside the computer (power users may provide a site available upon death that contains the data to be used by appropriate parties). Therefore, protect your network first so that this information does not fall into the wrong hands.

• Tiddly-wiki (link) - this application is a self-maintaining web page that can be used to capture login information and so on for each website account. It is pretty easy to use and can be anywhere from simple to complex in how you choose to organize the information (recommend having different sections for each type of website).
• Web Application - you (or someone you know) may develop a website application that can maintain the records you wish to keep. Be careful that the application is trustworthy (i.e., does not contain any back doors for the original developer to use in accessing your information).
• Word Processor document - whether it is Microsoft Word, OpenOffice, StarOffice, or another application, this is most likely the easiest way to maintain the information. Use the outline format to group together similar web accounts.
• Spreadsheet - Although much more organized in appearance, not all websites will have the same types of information required (i.e., login name, email address, password, ftp address, web address, wordpress account/password, etc.). Unless all of your website accounts are similar in nature and don’t require too much detail, definitely use a spreadsheet format.
• Text file - Even easier than a word processor or spreadsheet, it is, by far, the most recognizable file format out there. Thus, there is no requirement for special software on any platform to view it. It is also one of the least secure.
• PDF - The advantage of a PDF format is that the file can be set to not be modified by other users. Also, this is probably the second easiest in platform recognition (all platforms have PDF viewers).

Storage Media

So you’ve finished dotting your “i’s” and crossing the “t’s” and now it is necessary to save the resulting work. Each has advantages and disadvantages as outlined below:

• Optical Media - Commonly known as CDs and DVDs, these usually have the appearance of being rather permanent in storage of information. However, there are some studies that show that burned CDs and DVDs do not seem to retain their readability for extended periods of time (usually after several years). This is not conclusive so we do still recommend this option.
  Advantages - They do not take up much physical space and can be relatively cheap to use.
  Disadvantages - It is necessary to burn a new one each time you update your records (or as often as you feel necessary).
• USB Thumbdrive - These nifty gadgets keep dropping in price every minute. They’re great because even the cheapest of them can most likely hold much more data than you’ll be recording.
  Advantages - Compact and easily updated. Some secure options include password protection.
  Disadvantages - Can easily be stolen or misplaced. Also possible for the data to be corrupted by external electrical interference.
• Zip Disk (or similar media) - These use to be the popular way of backing up data and transporting it until the previous entry in our list appeared on the market. However, these drives are still pretty common and available on many computer systems.
  Advantages - Same as the USB drives.
  Disadvantages - Also subject to electrical or magnetic forces that can corrupt the data.
• iPod (or similar MP3/Video players) - These flexible devices, like a USB drive, can be used for file storage in addition to the usual music and video files.
  Advantages - These usually have large storage room available so it is no problem to maintain the files and update them easily.
  Disadvantages - Can be a target of theft due to the device itself being highly desired.
• Printed copies - It may be necessary to just print out the information and store it in one of many locations (outlined below). Fortunately, paper, unlike the previous few items, are not affected at all by electronics or magnetic fields.
  Advantages - Easily distributable to beneficiaries. Also, when combined with appropriate legal documents, more easily stand up in court than an electronic file.
  Disadvantages - Subject to the elements, these pages can be easily destroyed in a fire. Also, it is important to use inks (if inkjet) that will last for a long time. Some inks can fade and become unreadable. Finally, if the records are substantial, it can be costly in paper/ink to reprint every time they are updated.
• Combination of formats - The best method overall is to store a physical copy along with an electronic copy together to prevent loss.
  Advantages - Overcomes some of the disadvantages of a single format.
  Disadvantages - Much more to maintain (i.e., making sure the formats are in sync so that there is no disputation of the contents by beneficiaries).

Storage Locations

Finally, you must decide where this data will be stored physically. It is important to provide information about this location to either your spouse, relative, guardian or legal counsel. It does no good if it cannot be easily accessed upon your death.

• Safe Deposit box - This is a common choice when dealing with documentation that must be updated semi-regularly, but must be kept away from parties who should not have access to the information.
  Advantages - Secure and offsite. There is little chance for the elements to affect the information.
  Disadvantages - Some banks charge a fee to access the box. Thus, regular updates can be costly and the bank is not open 24 hours a day.
• Fire-resistant safe (Home or Office) - This is the cheaper version for maintaining copies of the information easily accessible from home. Especially those documents that may not require legal involvement in handling.
  Advantages - Being at the home or office, it is most likely more accessible than a bank and can be updated without any bank fees.
  Disadvantages - Could be compromised by the wrong persons.
• Online File Storage (Internet/Intranet) - This may be the easiest to update on a regular basis if you do not require storage of physical copies.
  Advantages - Update no matter what time of day.
  Disadvantages - May be more easily accessed by the wrong parties (even complete strangers) if not properly secured.
• Personal computer - Sure, much easier to just keep the files on the hard drive at home and just update them when you need to.
  Advantages - Direct access when necessary by the beneficiary.
  Disadvantages - Can be most easily compromised by internet thieves. Also, most easy to be corrupted by home accident.

No matter what, it is most critical to always have more than one storage form as described above. You do not know when you may be gone and having one single copy of the data screwed up by the wrong mouse-click is the last thing you would like to have happen after all the work you went through.