When it comes to estate planning, having the right documents is only half the battle, making sure they’re accessible when needed is just as critical. Whether it’s your power of attorney, healthcare directive, will, or trust, these documents don’t help if no one can find them in a crisis.
Storing your documents both digitally and in hard copy and giving your agents access, is a small but vital step in protecting your legacy.
1. Emergencies Don’t Wait: Accessibility Is Everything
In an emergency, time is of the essence. Your trusted agents may need to act quickly on your behalf, but if the documents they need are locked in a file cabinet, lost in a move, or buried in an email, they’re powerless.
That’s why dual storage, physical and digital is essential. Physical copies are important for original signatures and notary seals, but digital backups provide instant, remote access, especially in emergencies.
2. Keep It Simple and Secure
You don’t need fancy tools. Use a fireproof safe for physical copies and store digital versions in a secure, cloud-based folder (think: Google Drive, Dropbox, or a password-protected vault). The key is organization and access:
Label files clearly (e.g., “Healthcare_Power_of_Attorney_2025.pdf”)
Use two-factor authentication for cloud storage
Share access with your agent or executor securely, and update it as needed
3. Give Agents the Tools to Act
Even if your documents are perfect, your agents can’t carry out your wishes without access. Share the location of physical copies, and provide logins or access to cloud folders, using a password manager or emergency contact feature if needed.
Also ensure they have the legal authority to act:
- Durable Power of Attorney: allows financial/legal decision-making
- Healthcare Power of Attorney & HIPAA release: for medical decisions and access to records
- Digital Access Authorization: so agents can manage online accounts if necessary
4. Keep Everything Current
Life changes—so should your storage strategy. Review your documents at least every three years (and whenever a major life event occurs), and check that both the paper and digital versions are:
- Up-to-date
- Legible
- Accessible to your current agents
- Secure and stored in places that aren’t easily lost or compromised
A strong estate plan includes more than just the right documents, it includes a clear system for accessing them when they’re needed most. Make sure you’re not the only one who knows where your key paperwork is, and that your trusted agents can access what they need, when they need it.
Taking this simple step can prevent confusion, delays, and unnecessary stress in difficult times and it’s one more way you can protect your legacy.
The choice of a lawyer is an important decision and should not be based solely upon advertisements. This blog post is written for educational and general information purposes only, and does not constitute legal advice. There is no attorney-client relationship between you and the blog publisher. This blog should not be used as a substitute for competent legal advice from a licensed professional attorney in your state.