Inventory before reorganising
List every document source: home files, lawyer and accountant records, email, cloud storage, bank portals, insurance portals, company records, and property managers. Do not move anything until the complete landscape is visible.
Create a simple classification
- Identity and authority: IDs, citizenship, marriage records, powers of attorney.
- Estate and wishes: wills, trusts, beneficiary nominations, Letters of Wishes.
- Assets and liabilities: statements, deeds, loan agreements, ownership records.
- Protection: insurance policies, schedules, and claims information.
- Business: shareholder, partnership, buy-sell, and succession documents.
- Contacts and instructions: advisers, institutions, and first steps.
Separate originals from working copies
Record where originals are held, who can obtain them, and which digital copy is current. Use clear names and dates, and remove duplicate drafts only after confirming the authoritative version.
Connect each document to the dashboard
A will should connect to the relevant jurisdiction. A policy should connect to its beneficiary, purpose, and insurer. A deed should connect to the property, owner, mortgage, and local contact.
Protect access
Use secure storage and grant access according to role. Avoid placing sensitive passwords or private data directly inside a general dashboard. Record the secure access process instead.
Schedule document reviews
Set legal and tax review dates with the appropriate advisers. Review immediately after family, residency, ownership, or business changes.