How to Organize Your Digital Legacy

What is Digital Legacy

Digital legacy refers to all assets and information that exist in digital format.

Main types of digital legacy:

1. Digital Assets with Monetary Value

• Online banking accounts
• Online securities (stocks, mutual funds)
• Cryptocurrency (Bitcoin, etc.)
• Electronic money balances (Suica, PayPay, etc.)
• Points (Rakuten Points, T-Points, etc.)
• Domains and websites

2. Data with Sentimental/Emotional Value

• Photos and videos (smartphone, cloud)
• SNS posts and messages
• Blog and note articles
• Email history
• Music and e-book libraries

3. Contracts and Service Accounts

• Subscription services
• Shopping site accounts
• Online utility payment services
• Game accounts
• Membership services

4. Work-Related Digital Assets

• Business data (documents, presentations)
• Customer information and contacts
• Project files
• Cloud storage data

It's important to properly organize these so your family can handle them in case of emergency.

Three Steps to Organize Digital Legacy

Step 1: Inventory (Create a List)

Identify all your digital assets.

Efficient inventory methods:

A. Start with Your Smartphone

1. Check installed apps
   - Financial apps (banking, securities, payments)
   - SNS and communication apps
   - Subscription apps

2. Take notes for each app
   - App name
   - Registered email address
   - Monthly fees (if any)
   - Importance level (A/B/C)

B. Review Email History

Search keywords:
- "Registration complete"
- "Contract"
- "Payment"
- "subscription"
- "Account created"

This helps discover forgotten services.

C. Check Credit Card Statements

Review past 3 months:
- Regularly billed services
- Online shopping sites
- Digital service fees

If you see "Amazon," "Google," "Apple" in statements,
check the details of each service.

D. Use Password Management Tools

If using 1Password, LastPass, Bitwarden, etc.:
- Export saved account list
- Organize by category
- Check last login dates

Step 2: Classification and Prioritization

Classify listed digital assets by importance and type.

Classification by priority:

[TOP PRIORITY] High Monetary Value

■ Online Banking
・Bank A (balance: ¥XX million)
・Login ID: user123
・URL: https://...
・Contact: 0120-XXX-XXXX

■ Securities Account
・Bank B Securities (assets: ¥XX million)
・Login ID: ...
・Trading password: [stored separately]

■ Cryptocurrency
・Exchange name: Coincheck
・Holdings: BTC 0.5 coins
・Private key location: [to confirm]

[IMPORTANT] Services with Recurring Charges

■ Subscriptions
・Netflix (¥1,490/month)
  → Recommend cancellation

・Adobe Creative Cloud (¥6,480/month)
  → Business use, needs confirmation

・Apple iCloud (¥130/month)
  → Contains photo data, recommend keeping

[MEDIUM] Sentimental Data

■ Cloud Storage
・Google Drive (5,000 photos)
・Dropbox (work files)
・iCloud (iPhone backup)

■ SNS Accounts
・Facebook (communication with friends)
・Instagram (memory photos)
・X (post history)

[LOW] Free Services, Low Usage Frequency

■ Shopping Sites
・Amazon (purchase history only)
・Rakuten Market (check point balance)

■ Others
・Game accounts
・Free membership services

Step 3: Record and Store Information

Organize and record classified information.

Items to record:

[Service Name] XX Bank Online Banking

[Category] Financial - Top Priority

[Account Information]
・Login ID: user@example.com
・Password: [stored in password manager]
・One-time password: Token number XXXX-XXXX

[Important Information]
・Account number: 1234567
・Branch name: XX Branch
・Balance: Approximately ¥XX million

[Contact Information]
・Customer support: 0120-XXX-XXXX
・Business hours: Weekdays 9:00-17:00
・URL: https://...

[Response Method]
In case of emergency:
1. Contact customer support
2. Request inheritance procedures
3. Required documents: Family register, death certificate, bankbook/cash card

[Priority] A (immediate response required)

[Notes]
・Fixed deposit available (maturity: March 2027)
・Automatic withdrawal settings: Electricity, gas bills

Organization Methods by Category

1. Financial Accounts

Organization points:

• Record accurate balances and asset amounts
• Clearly document cancellation/inheritance procedures
• Compile multiple financial institutions into a list

Example list:

| Institution | Type | Account # | Balance | Contact | Notes |
|------------|------|-----------|---------|---------|-------|
| Bank A | Checking | 1234567 | ¥500k | 0120-XXX | Living expenses |
| Bank B | Fixed | 7654321 | ¥3M | 0120-YYY | Maturity 2027.3 |
| Securities C | Securities | - | ¥1.5M | Web | Mutual funds |

Notes:

• Strictly manage financial institution passwords
• For cryptocurrency, private key storage location is critical
• Online banks don't have passbooks, so information is harder to preserve

2. Subscription Services

Organization points:

• Confirm monthly and annual fees
• Understand auto-renewal settings
• Clarify cancellation methods

Example organization sheet:

[Subscription Management Sheet]

■ Netflix
・Monthly fee: ¥1,490 (Standard Plan)
・Payment method: Credit card
・Cancellation method: App > Account > Cancel Membership
・Action: Cancel immediately if no longer needed

■ Spotify
・Monthly fee: ¥980 (Premium Plan)
・Payment method: PayPal
・Cancellation method: Web > Account > Subscription
・Action: Consider continuing if family enjoys music

■ Adobe Creative Cloud
・Annual fee: ¥77,760 (lump sum payment)
・Next renewal: August 2026
・Cancellation method: Via Adobe official site
・Action: For business use, export data then cancel

Annual cost calculation:

Total monthly subscriptions × 12 = Annual cost
Example: Netflix ¥1,490 + Spotify ¥980 + iCloud ¥130
   = ¥2,600/month × 12 = ¥31,200/year

If charges continue after death, it creates unnecessary expenses. Always record cancellation methods.

3. SNS and Communication Accounts

Organization points:

• Specify preference for account continuation or deletion
• Utilize memorial account features
• Save downloadable data

Response methods by service:

Facebook

■ Memorial Account Settings
Facebook > Settings > Memorialization Settings

・Designate memorial account manager: A family member
・If deletion preferred: "Request account deletion"

■ Download Data
Settings > Your Facebook Information > Download Information
→ Archive posts, photos, messages

Instagram

・If linked to Facebook account,
  follows Facebook memorial settings

・Data download available
  Settings > Security > Download Data

LINE

・Backup chat history
  Settings > Chats > Back up chat history

・Account deletion doesn't happen automatically
  → Inform family how to delete

4. Memory Data like Photos and Videos

Organization points:

• List all storage locations
• Back up important data in multiple locations
• Distinguish data you want deleted

Data storage location checklist:

□ Smartphone device
  ・iPhone: Photos app
  ・Android: Gallery

□ Cloud Storage
  ・iCloud Photo Library
  ・Google Photos
  ・Amazon Photos
  ・Dropbox

□ Computer
  ・C drive > Pictures
  ・External HDD (storage location: ___)

□ Physical Media
  ・DVD (storage location: ___)
  ・SD cards (storage location: ___)
  ・USB drives (storage location: ___)

Importance classification:

[A: Want to Leave for Family]
→ Family photos, travel memories, children's growth records

[B: As Needed]
→ Hobby photos, daily snapshots

[C: Want Deleted]
→ Too personal photos, temporary work files

5. Work-Related Digital Data

Organization points:

• Business transition information
• Handling of customer information
• Data that must be returned to company

Record items:

■ Business Data Storage Locations
・Company server: \serversharemyname・Cloud: Google Drive (company account)
・Local: D:Work
■ Important Projects
・Project name: Company XX Website Renewal
・Progress: 60% complete
・Deadline: End of March 2026
・Transition to: Mr. Yamada (yamada@company.com)

■ Customer/Client Contacts
・Storage location: Customer management system (URL: ...)
・Login information: [to confirm]
・Important clients: Separate list created

Useful Tools for Digital Legacy Organization

1. Digital Ending Note

Dedicated ending note apps and services:

• Digital end-of-life planning apps
• Dedicated ending note notebooks
• Cloud-based ending note services

2. Password Management Tools

Centrally manage all account information:

• 1Password (paid, family sharing available)
• Bitwarden (free plan available)
• LastPass (free plan has limitations)

Advantages:

• Centralized information management
• Auto-generate strong passwords
• Access all accounts with one master password

Disadvantages:

• Master password is critical (lose everything if forgotten)
• Risk of service discontinuation

3. Dead Man's Switch

Periodic life checks and automatic message delivery:

• Send account information lists
• Instruction messages to family
• Attach important documents (Premium Plan)

Usage example:

Subject: Important Information Regarding Digital Legacy

Body:
Please handle my digital legacy organization.

I've compiled all account information and
response methods in the following documents.

Attached files:
- Account_Information_List.pdf
- Financial_Institution_Contacts.xlsx
- Digital_Photo_Storage_Locations.pdf

Please refer to each document for detailed procedures.

Importance of Regular Reviews

Digital legacy is constantly changing.

Review timing:

• Once a year (birthday or year-end)
• When registering for new services
• When canceling old accounts
• When life changes (moving, job change, etc.)

Review checklist:

□ Add new accounts to list
□ Remove unused accounts
□ Reflect password changes
□ Update balances and asset amounts
□ Confirm contact information changes
□ Reconfirm storage location with family

Conclusion: Start Digital Legacy Organization Today

You don't need to be perfect. Start with what you can do.

Three actions you can take today:

1. List smartphone apps

   • Time required: 15 minutes
   • Just need paper and pen

2. Check credit card statements

   • Time required: 10 minutes
   • Identify recurring charge services

3. Adopt a password management tool

   • Time required: 20 minutes
   • Can start with free version

Next steps:

• Organize financial institution information
• Create messages
• Register with Dead Man's Switch

Protect your valuable digital legacy and prepare now so your family won't struggle in case of emergency.

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Related Articles:

• What is Digital End-of-Life Planning? Getting Started Guide
• Important Information Checklist to Share with Family
• Password Management and Safe Sharing in Emergencies