Best Practices for Storing Important Documents

Jun 4, 2025

In light of the will of Tony Hsieh, the founder of Zappos, being found 4 ½ years after his death, it is important to consider best practices with regards to storing important estate planning documents and notifying important persons regarding the location of these documents. Ensuring the security and accessibility of important documents is crucial to ensure that your wishes are honored with regard to the distribution of your assets, end-of-life care, and other important matters. Here are some best practices to consider.

Secure Storage Solutions

Choosing the right storage location is essential for safeguarding your documents. Keeping these documents in a safe and secure place, such as a fireproof safe, is highly recommended. A fireproof safe not only protects against fire damage but also offers security against theft and ensures that your documents are easy to find when it becomes necessary to use these documents.

Informing Designated Representatives

It’s important to ensure that your designated representatives, such as family members or trusted friends, know where to find these documents. In times of need, quick access to your will or medical power of attorney can be critical. Having a conversation with your representatives to inform them of the location of your documents and any access instructions is advisable.

Physical and Digital Copies

In addition to physical copies, having digital versions of your important documents is highly recommended. Digital copies provide an additional layer of security and convenience and provide a back-up in case the originals cannot be located for any reason. Storing electronic copies in a secure cloud storage service, which can be accessed from anywhere with an internet connection, is a beneficial practice. Sharing these electronic copies with your attorney or representatives ensures that they have immediate access when needed as well.

Regular Review and Updates

Life is full of changes, and your documents should reflect your current intentions. Reviewing your documents every three to five years or after major life events, such as a marriage, divorce, or the birth of a grandchild, is necessary. Regular reviews help ensure that your documents remain up-to-date and aligned with your wishes.

Conclusion

By following these best practices, you can ensure that your important documents are both secure and accessible. Remember, the key is to be proactive in storing, sharing, and updating your documents. We are available to assist you in reviewing your documents to ensure they are up-to-date and in accordance with your current wishes and can also aid you in notifying the necessary persons regarding the location of these important documents.

Should you need assistance with the drafting or review of your estate planning or asset protection documents, contact Andrew.Bechel@gmlaw.com

Click here to subscribe to our blog.

About Greenspoon Marder

Greenspoon Marder LLP is a full-service law firm with over 225 attorneys and more than 20 office locations across the United States. With operations from Miami to New York and from Denver to Los Angeles, our firm attracts some of the nation’s top talent in key markets and innovation hubs. Our core practice areas include Real Estate, Litigation, and Transactional Services, complemented by the capabilities of a full-service firm. Greenspoon Marder has maintained a spot on The American Lawyer’s Am Law 200 as one of the top law firms in the U.S. since 2015, and our goal is to provide exceptional client service by developing a thorough understanding of each client’s business needs and objectives in order to provide strategic, cost-effective solutions.

MEDIA CONTACT

Natalie Villanueva, Director of Marketing
954.333.4308 | natalie.villanueva@gmlaw.com

This Greenspoon Marder LLP Client Alert is issued for informational purposes only and is not intended to be construed or used as general legal advice nor a solicitation of any type. Please contact the author(s) or your Greenspoon Marder LLP contact if you have any questions regarding the currency of this information. The hiring of a lawyer is an important decision. Before you decide, ask for written information about the lawyer’s legal qualifications and experience.

Previous Next

News

Best Practices for Storing Important Documents

Share

News & Events

News & Events