Handling digital accounts

Email, subscriptions, social media and online services — what to organise, and why it matters more than you think.

Much of modern life now lives online. Bank statements arrive by email, photos are stored in the cloud, subscriptions renew automatically, and important information sits behind passwords. When everything works, it’s convenient. When access is lost, it can become a real problem.

This guide helps you understand what digital accounts you may have, what’s worth recording, and how to make things easier for the people who might need to step in one day.

Start by listing what exists

You don’t need passwords to begin — just awareness. Focus on the services you actively use or rely on.

• Email accounts Personal, work, or long-standing addresses used for sign-ups.
• Financial services Online banking, savings apps, investment platforms.
• Subscriptions Streaming, software, news, memberships, deliveries.
• Cloud storage Photos, documents, backups and shared folders.

If you’re unsure whether something still exists, note it anyway.

Email: the key to almost everything

Email accounts are often the gateway to resetting passwords and accessing other services. Knowing which email accounts exist — and which one is most important — can save huge amounts of time and stress.

• Primary inbox The email used for banks, bills and official correspondence.
• Old or secondary addresses Accounts that may still receive important messages.
• Work email What happens to access if employment ends?

Subscriptions and ongoing payments

Subscriptions are easy to forget because they quietly renew in the background. Over time, they can add up — and after a death, they often continue unnoticed.

• Entertainment TV, music, gaming and audiobook services.
• Software and tools Cloud apps, design tools, storage upgrades.
• Memberships and deliveries Gyms, charities, meal kits, regular orders.

Recording what exists makes it far easier to cancel or transfer services later.

Social media and online profiles

Social accounts aren’t just technical — they’re personal. Different people have different wishes for what should happen to them.

• Main social platforms Facebook, Instagram, X, LinkedIn and others.
• Content accounts Blogs, YouTube channels, photography portfolios.
• Your preference Should accounts be memorialised, deleted, or left alone?

Passwords, access and security

You don’t need to share passwords widely — and in many cases, you shouldn’t. What matters is knowing how access could be granted if needed.

• Password managers Note whether you use one, and which one.
• Two-factor authentication Phones and apps can block access if no one knows they exist.
• Recovery methods Backup emails, trusted devices, recovery codes.

Decide what others should be able to access

Not everything needs to be shared — but clarity helps. Think about what would genuinely help someone else if you couldn’t explain it yourself.

• What should be accessible Banking, bills, important documents.
• What should stay private Personal messages or accounts.
• Who you trust One person is often enough.

Why organising digital accounts matters

When digital accounts aren’t documented, families are left guessing — contacting companies, searching inboxes, and worrying about missing something important. A simple record can remove much of that stress.

Keeping digital life organised

Having one secure place to record which accounts exist, what they’re for, and how access works can make digital life feel far less fragile — both now and in the future.