
Reviewed internally for accuracy by SuccessionKeeper: July 2026
In short: A digital accounts inventory -- sometimes called a death file, death folder, in case of death document or financial legacy record -- is a private list of your important accounts, assets, documents and online services. It tells your family what exists and where to start. This guide explains exactly what to include, why a spreadsheet alone may not be enough, and how to structure it so the right people have the right information when they need it most.
A digital accounts inventory is a private record of your important financial accounts, assets, documents and online services. It is sometimes called a death folder, death file, in case of death binder, or financial legacy record.
It is not the same as a password list. A password list tells someone how to log in. A digital accounts inventory tells someone what exists and where to start. That distinction matters because in most cases your family does not need your passwords to know that a bank account, pension, insurance policy or investment account exists. They need a reliable map.
A digital accounts inventory is often discussed in the context of death and estate administration. But it can be just as useful during life.
Illness, accident, dementia, sudden hospitalisation or temporary incapacity can all leave a family needing to manage practical matters quickly. A partner, adult child or attorney may need to understand which bank account pays the mortgage, which pension provider needs to be contacted, where insurance documents are stored, or who the solicitor or financial adviser is.
This is especially important in households where one person manages most of the financial administration. A Property and Financial Affairs Lasting Power of Attorney gives an attorney the authority to act, but the attorney still needs to know what exists and who to contact. An inventory does not replace an LPA, a will or professional advice. It gives trusted people a clearer starting point.
Digital assets and online accounts are not all treated in the same way. In England and Wales, the Property (Digital Assets etc) Act 2025 clarified that certain digital assets -- including crypto-tokens and NFTs -- may be capable of being treated as personal property. The Law Commission explains that the courts will continue to develop the boundaries of this category. That is important for inheritance and estate planning, but it does not mean every online account can simply be inherited or accessed by family members.
Email accounts, cloud storage, social media profiles, subscription services and app accounts are still governed by platform terms, privacy rules and their own bereavement procedures. Some platforms allow memorialisation. Some allow closure. Some may refuse to provide passwords or login access under any circumstances.
The practical lesson: record what exists, which platform controls it and what you would like to happen. Do not assume your family will be able to access every account automatically.
Modern financial life is fragmented. Without a clear record, a surviving partner, adult child or executor may need to search through old emails, paper statements, filing cabinets, cloud folders, laptops and phones -- without knowing what they are looking for or whether they have found everything.
From 6 April 2027, most unused pension funds and pension death benefits will be brought within the value of a deceased person's estate for Inheritance Tax purposes. That makes pension records more important than ever for personal representatives. GOV.UK explains that valuing an estate for Inheritance Tax involves identifying all assets and debts -- a process that can take several months for a complicated estate.
For a related guide, read: How to Find Bank Accounts After Death in the UK.
A useful checklist covers anything that would be difficult for someone else to find, understand or deal with without you. The categories below cover the main areas of modern financial, household and digital life. You do not need to complete everything at once. Starting with the most important accounts, documents and contacts is still meaningful progress.
Record your main banking and borrowing relationships. For each account, note the provider name, account type, whether it is personal or joint, whether household bills are paid from it, and where statements are stored. You do not need to include full account numbers if you are not comfortable doing so.
Example note: "Main current account at Lloyds. Household direct debits paid from this. Statements online only. Premium Visa card includes travel insurance -- see card benefits document in home filing cabinet."
For a tracing guide, read: How to Find Bank Accounts After Death in the UK.
Record the services, arrangements and identity documents that keep your household running and establish who you are. These may not be financial assets, but they can create immediate practical problems if the person who manages the finances becomes ill, incapacitated or dies.
Example note: "Gas and electricity with Octopus, paid by direct debit from main current account. Council tax paid monthly. Broadband with BT, contract renews in November. GP: Dr Smith at [surgery name]. Organ donation: registered yes."
Record all pension and investment arrangements. For pensions, include the employer name and approximate years of employment -- old workplace pensions are often difficult to trace because they may be linked to previous jobs, old addresses, or providers that have rebranded or merged.
Also record whether an expression of wish or beneficiary nomination has been completed for each pension. Do not assume it is up to date -- a nomination made before marriage, divorce, children or a new partner may no longer reflect your intentions.
Example note: "Workplace pension from ABC Ltd, approximately 2014 to 2019. Provider: Aviva. Contact: aviva.co.uk/pension. Expression of wish updated 2025, naming [beneficiary]. Adviser: Jane Smith at XYZ Financial."
For a tracing guide, read: How to Find Lost Pensions in the UK and How to Find Lost Investment Accounts in the UK.
Record all insurance arrangements. Note whether each policy is personal, employer-provided or arranged through a broker, and where the policy document is stored. Workplace life insurance often generates no personal paperwork -- the only record may be in an employment contract or a benefits summary email.
For life insurance written in trust, record whether trustees are named and where the trust deed is stored. If the policy is not written in trust, the proceeds may form part of the estate for tax purposes -- a significant difference worth noting.
Example note: "Life insurance with Legal and General. Policy document in home filing cabinet. Written in trust -- trustees named in trust deed with solicitor. Death-in-service benefit through current employer: contact HR for details."
For a tracing guide, read: How to Find a Lost Life Insurance Policy in the UK.
Record all property interests. For each property, note the mortgage provider, the solicitor who handled the purchase, where the deeds or title documents are stored, and whether there is any life or payment protection insurance attached to the mortgage.
Example note: "Family home at [address]. Mortgage with Halifax. Title deeds registered with Land Registry. Solicitor: Smith and Partners, [town]. Mortgage protection policy with Aviva -- see filing cabinet."
This section covers the accounts and devices that hold important information or control access to other services. Email is particularly important because it acts as the gateway to financial statements, password resets and provider communications.
Authenticator apps deserve special attention. Many financial and email accounts use two-factor authentication via an app such as Google Authenticator, Microsoft Authenticator or Authy. Without knowing which accounts are protected this way, your family may be permanently locked out even if they know the password. Record which accounts use an authenticator app, whether the app is backed up to a cloud account, and whether recovery codes exist and where they are stored.
Example note: "Primary email: [address] on Gmail. Important household documents in Google Drive under 'Family Documents'. Google Authenticator on my iPhone protects financial accounts -- app is backed up to Google account. Recovery codes stored in home safe. Password manager is 1Password -- emergency access set up with [person]."
Social media deserves its own category. The accounts are numerous, the emotional stakes are high, and most platforms offer specific legacy tools that very few people have activated. For each platform, record your preference: memorialise the account, close or delete it, download content before closing, contact a specific person before taking action, or leave it as it is.
Platform legacy tools -- what each platform actually says:
Google's Inactive Account Manager allows users to choose whether certain account data should be shared with nominated contacts after a period of inactivity. Google states it cannot provide passwords or login details when dealing with requests about a deceased user's account.
Apple's Legacy Contact allows users to add one or more legacy contacts. Apple says a legacy contact can request access to certain data after death with the access key and a death certificate, but notes that iCloud Keychain passwords and passkeys are not accessible.
Facebook allows users to set a legacy contact for a memorialised account. Instagram allows memorialisation or removal requests but states it cannot provide login information.
LinkedIn allows authorised people to request memorialisation or closure, but states that once an account is memorialised, access is locked and usernames or passwords will not be disclosed to anyone.
Snapchat states its privacy policies do not allow it to grant access to a deceased person's account, though authenticated individuals may use account tools to manage or delete an account. X says it can work with an authorised person or verified immediate family member to deactivate a deceased user's account, but cannot provide account access.
The practical point: record which platforms matter, what you would like to happen, whether you have activated any legacy tools, and where your family should start. Check current help centre pages before taking action as platform policies change.
Example note: "Facebook -- memorialise account, legacy contact set to [name]. Google -- Inactive Account Manager configured with instructions. Dating app -- close immediately, closure instructions held separately with executor."
Crypto and digital financial assets need particularly careful handling. The assets cannot be recovered if access is permanently lost, and they cannot be transferred safely if sensitive access details are carelessly stored.
Do not write seed phrases, private keys or recovery phrases in your inventory. Record that the asset exists, note where the hardware device is physically stored, and keep access instructions in a separate, secure location you have communicated clearly to your nominated person.
Example note: "Crypto held on Coinbase and Kraken exchanges. Hardware wallet (Ledger) stored in home safe. Access instructions held separately in sealed envelope with solicitor. Crowdfunding investments on Seedrs -- approximately [number] investments."
Uncancelled subscriptions and recurring payments can continue until the provider or bank is notified, especially where services are billed automatically. The goal here is not to capture value -- most subscriptions have none -- but to give your executor a list to cancel promptly. Note whether each is billed monthly or annually, since annual subscriptions are easily missed on a bank statement review.
You do not need to record supermarket loyalty accounts, Amazon purchase history or similar. These hold no balance and are not worth the executor's time to pursue.
Example note: "Netflix -- monthly, paid from main current account. Domain [example.com] registered with GoDaddy, renews annually in March. Microsoft 365 -- annual subscription, auto-renews."
Loyalty points, air miles and cashback balances may have practical value, but whether they can be transferred or claimed depends entirely on each scheme's rules. Some schemes allow points, miles or balances to be transferred, claimed or closed after death. Others may say points have no cash value or cannot be transferred. Record that the account exists and tell your executor to check the scheme rules directly.
Example note: "British Airways Executive Club -- approximately [X] Avios. Nectar account linked to Sainsbury's. Check each scheme directly to understand whether points can be transferred, redeemed, closed or forfeited, and what documents are required."
These assets have no commercial worth but are irreplaceable for family wellbeing. Without clear instructions, precious photographs, videos, messages and memories can become permanently inaccessible or lost in platform closures.
Example note: "Family photos in Google Photos -- includes all photos from 2005 onwards. Wedding video backed up on external hard drive in the study. WhatsApp chat with Mum -- please preserve before closing."
If you run a business, create content online or have income-generating digital assets, record these with the same care as financial accounts.
Example note: "Etsy store [name] -- annual turnover approximately £X. Business PayPal account separate from personal. Two domain names generating advertising income -- held at Namecheap, renew in June."
Record where key documents are stored and who should be contacted. Be specific -- "documents are at home" is not useful. "Signed will stored with solicitor Smith and Partners in [town], copy in home filing cabinet in the study" is.
Consider writing a short covering letter addressed to your executor, placed at the front of your inventory, explaining where everything is and what the most time-sensitive actions are. It costs nothing to write and transforms the usability of the entire inventory.
Documents to record the location of:
Professional contacts:
If you do not have a financial adviser, accountant or solicitor, note that too -- your executor should not waste time searching for a professional who does not exist.
Example note: "Signed will with solicitor: Smith and Partners, [address]. Copy in home filing cabinet. Financial adviser: Jane Smith at XYZ Financial, [number]. No accountant -- self-assessment filed online via HMRC Government Gateway."
Not everything is digital. Physical assets that carry financial value or require action deserve a place in the inventory.
Example note: "Safe deposit box at Barclays, [branch]. Box number [X]. Key in top drawer of desk in the study. Contains original will, property documents and jewellery. Rolex watch in bedroom safe -- see insurance policy in filing cabinet."
For every item in your inventory, four pieces of information make the record significantly more useful to the person who needs it.
A digital accounts inventory should reduce confusion without creating a security risk. Do not include bank passwords, login credentials, seed phrases, private keys, recovery codes, device passcodes or answers to security questions in an ordinary spreadsheet or document.
The safest general rule is: record where things are held, not how to access them.
A spreadsheet can be a useful starting point. It is flexible, familiar and costs nothing. The weakness is that someone else needs to know it exists, where it is saved, how to open it, whether it is current and whether there is a newer version. Many spreadsheets become outdated as people change banks, move jobs and update email addresses without updating the file.
A password manager is useful for login credentials, but access is not the same as understanding. It will not explain which pension came from which employer, which insurance policy is written in trust, where the will is stored, or what each account is actually for.
SuccessionKeeper is designed for the inventory problem rather than the password problem. It helps you record where accounts, pensions, insurance policies, assets and documents are held, without asking for bank logins or passwords. The purpose is to give trusted people a structured map, not unrestricted access.
Review it at least once or twice a year, and after any major life event: changing jobs, moving house, opening or closing accounts, starting or consolidating a pension, buying property, getting married, separating, having a child, starting a business, moving abroad, or changing adviser, solicitor or accountant. The best system is one you can maintain without turning it into a major project.
SuccessionKeeper is designed to help people create a secure, private record of where their financial accounts, pensions, assets and important documents are held. It is not a bank, financial adviser, investment platform, will writer or estate planner. It does not ask for bank logins or passwords. Account numbers and balances are optional. It is designed to hold the map, not the keys.
What makes SuccessionKeeper different is the check-in mechanism. You choose how often we check in with you. If repeated prompts are ignored, we contact your primary nominee. If that process is exhausted, the information you chose to record is sent to your nominated contacts as a structured summary -- so the information is not simply sitting in a forgotten spreadsheet. It is private while you are using it, but there is a reliable process to ensure the right people receive it when they need it.
You can start at successionkeeper.com.
Do not try to complete everything in one sitting. Start with five things:
1. Your main bank accounts
2. Your pension providers
3. Your insurance policies
4. Where your will and important documents are stored
5. One trusted person who should know where to start
That alone is meaningful progress. The point of a digital accounts inventory checklist is not perfection. It is to make sure your family is never left starting from zero.
A digital accounts inventory -- also called a death file, death folder, in case of death document or financial legacy record -- is a structured list of your important financial accounts, online accounts, digital assets and documents. It records what exists, where it is held and any useful context, so trusted people know where to start if they ever need the information.
Include financial accounts, household and personal records, pensions and investments, insurance policies, property records, digital accounts and devices, social media accounts and your wishes for each, crypto and digital financial assets, subscriptions to cancel, loyalty points and memberships, sentimental digital assets, commercial and business digital assets, important documents and professional contacts, and physical assets.
Generally, no. A digital accounts inventory should not be treated as a password list. Record where things are held, not how to access them. Bank logins, passwords, seed phrases and recovery codes should not be stored in ordinary spreadsheets, emails or documents.
No. A digital estate plan may include legal instructions and wishes for digital assets after death. A digital accounts inventory is the practical list of accounts, assets and documents that supports a wider estate plan. The inventory can inform an estate plan, but it is not a substitute for legal advice or a will.
Yes. A will explains who should inherit and who should administer the estate, but it does not list every bank account, pension provider, investment platform, online account, cloud folder or insurance policy. A digital accounts inventory helps your family know what exists and where to start.
A death file or death folder -- also called an in case of death document or in case of death binder -- is another name for a digital accounts inventory. It is a record of your important financial and personal information that your family or executor can use to administer your affairs. It can be physical, digital or both.
A digital executor is an informal term often used for someone trusted to help deal with online accounts, digital records and digital assets after death. In the UK, it is not a separate automatic legal role. The person dealing with digital matters should either be one of your executors, or someone clearly authorised by your will or estate-planning documents to assist your executors. A digital accounts inventory helps because it tells your executor what online accounts, devices, cloud storage, crypto assets, social media profiles and digital records exist.
Record which accounts use an authenticator app and which app they use. Note whether the app is backed up to a cloud account and whether recovery codes exist and where they are stored. Without this information, your family may be permanently locked out of financial accounts even if they know the password.
SuccessionKeeper helps you record where your accounts, pensions, assets and important documents are held. It does not ask for bank logins or passwords. Account numbers and balances are optional. You choose nominated contacts, and if the check-in process is exhausted, the information you chose to record is sent to your nominated contacts as a structured summary.
Peter Vulchev is co-founder of SuccessionKeeper, a private vault that helps families keep their financial lives organised and accessible to the right people when it matters. He spent his career across BlackRock, investment advisory teams of Apollo Global and Lone Star Funds before building SuccessionKeeper with co-founder Deyan Nenov.
This article is for general information only and does not constitute financial or legal advice. If you are reviewing your estate planning, speak to a regulated financial adviser or solicitor about your specific circumstances.
Editorial note: This article was reviewed internally by SuccessionKeeper for factual accuracy and product accuracy.