The Digital Executor’s Checklist: 7 Asset Categories You Must Inventory

Introduction

When Owen received the call that his mother had passed away, he felt unprepared. As executor, he faced mountains of paperwork, but the most overwhelming challenge wasn’t finding her will—it was discovering what digital assets she left behind. He spent weeks searching through email accounts, trying to remember password hints, and contacting financial institutions wondering if she had accounts he didn’t know about.

You might be Owen, or perhaps you’re Elena, a professional executor who handles dozens of estates annually and needs a systematic approach. Maybe you’re Grace, a surviving spouse or adult child trying to access your loved one’s digital life while grieving.

Regardless of your situation, the truth is clear: most people die without a complete inventory of their digital assets. According to recent surveys, the average person has over 130 online accounts, yet fewer than 10% of estates have documented digital asset lists.

This checklist exists to ensure you don’t face Owen’s overwhelming weeks of detective work. We’ll walk through seven essential digital asset categories, showing you exactly what to look for, how to document it, and where to find it.

Why Digital Asset Inventory Matters

Digital assets are often overlooked because they’re invisible. Unlike a house or car, they don’t send obvious bills or have clear documentation. Yet they can be worth thousands of dollars and contain irreplaceable memories and important information.

A comprehensive digital inventory serves three critical purposes:

1. Financial Recovery: Ensures no money is left unclaimed in forgotten accounts
2. Legal Compliance: Helps settle the estate properly and protect heirs from liability
3. Closure: Provides access to memories and allows for proper digital legacy management

Now, let’s get into the specifics.

Category 1: Financial Accounts

Financial accounts are your first priority because they often hold the most value and can be time-sensitive due to billing cycles and access windows.

What to Look For

• Banking accounts (checking, savings, money market)
• Investment accounts (brokerage, retirement accounts, dividend stocks)
• Payment platforms (PayPal, Stripe, Square, Apple Pay)
• Lending accounts (loans, lines of credit, mortgages)
• Peer-to-peer payment services (Venmo, CashApp, Zelle)

Information to Collect

For each account, document: – Institution name and website – Account number or username – Account type (checking, savings, investment, etc.) – Approximate balance (if known) – Last known activity date – Authorized users or beneficiaries – Account access method (password manager, security questions, two-factor authentication)

Discovery Methods

• Review bank statements and credit card bills from the past 6-12 months
• Check email for account opening confirmations and monthly statements
• Review credit reports (you can request one free annually from annualcreditreport.com)
• Ask family members, accountants, or financial advisors
• Contact major banks and investment firms directly with proper documentation

Tools and Resources

• LifeLocker or Everplans: Specialized digital asset inventory platforms
• Credit monitoring services: Equifax, Experian, TransUnion
• Financial aggregation apps: Mint, YNAB (if the deceased used them)

Category 2: Email Accounts

Email is the gateway to everything else. It contains password reset links, account access, financial communications, and irreplaceable correspondence.

What to Look For

• Primary email accounts (Gmail, Outlook, Yahoo, AOL)
• Work email accounts (employer, professional domain)
• Specialty email addresses (used for specific accounts or services)
• Archived or inactive emails (accounts not used recently but still active)

Information to Collect

For each email account: – Email address and username – Email provider – Password (or how to reset it) – Recovery email or phone number on file – Two-factor authentication method – Last login date – Storage space used (may indicate activity level)

Discovery Methods

• Search the deceased’s computer or phone for saved passwords
• Check browser history and saved passwords
• Look for email addresses mentioned in documents or bills
• Ask colleagues, friends, or family who may have corresponded with them
• Search social media profiles for connected email addresses

Tools and Resources

• Google Takeout: Allows download of all Google account data
• Microsoft Account Recovery: For Outlook/Hotmail accounts
• Email account providers’ account recovery options: Built-in recovery processes

Important Note: Accessing someone else’s email without proper legal authority may violate the Computer Fraud and Abuse Act. Work with an attorney if you encounter access barriers.

Category 3: Social Media and Online Presence

Social media accounts contain photos, messages, and memories—plus they may have commercial value or require memorialization.

What to Look For

• Major platforms (Facebook, Instagram, Twitter/X, TikTok, LinkedIn)
• Niche networks (Reddit, Nextdoor, Discord servers, community forums)
• Content creation platforms (YouTube, Substack, Medium, Patreon)
• Dating apps (if applicable)
• Gaming accounts (Steam, PlayStation Network, Xbox Live)

Information to Collect

For each account: – Platform name and username – Account email or phone number – Follower/audience size – Monetization status (ads, sponsorships, subscriptions) – Connected apps or integrations – Password and two-factor authentication details – Memorialization preferences

Discovery Methods

• Search browser bookmarks and saved passwords
• Ask friends and family which platforms they remember
• Google the deceased’s name to see public profiles
• Check email notifications from social platforms
• Review phone home screens and app lists

Tools and Resources

• Facebook Legacy Contact: Allows you to designate a person to manage your account after death
• Google Inactive Account Manager: Allows deletion or data sharing after inactivity
• Platform-specific memorial processes: Most major platforms have specific procedures
• Internet Archive Wayback Machine: Can show past versions of public profiles

Category 4: Cloud Storage and Digital Files

Cloud storage contains documents, photos, and data that may be financially or emotionally valuable.

What to Look For

• Major platforms (Google Drive, iCloud, OneDrive, Dropbox)
• Photo storage (Google Photos, Amazon Photos, SmugMug)
• Specialized storage (Box, Sync.com, Nextcloud)
• USB drives and external hard drives (physical but digital storage)
• NAS devices (Network Attached Storage)

Information to Collect

For each storage location: – Service name and account email – Storage capacity and usage – Shared folder status and collaborators – Backup schedules (if applicable) – Storage cost and billing information – Password and access method

Discovery Methods

• Check desktop and laptop for linked cloud services
• Look for app icons on phones and tablets
• Review email for storage service confirmations
• Check cloud backup settings on devices
• Ask about shared work drives or collaborative projects

Tools and Resources

• Google Takeout: Export all Google account data including Drive, Photos, and Gmail
• Microsoft Account Recovery: For OneDrive and other Microsoft services
• Cloud provider account recovery pages: Each service has specific recovery procedures
• Data recovery specialists: If devices are inaccessible or damaged

Category 5: Subscriptions and Recurring Services

Many digital subscriptions remain active after death, costing the estate thousands annually. This category is often overlooked but can provide significant savings.

What to Look For

• Entertainment (Netflix, Spotify, Disney+, Apple TV+, gaming subscriptions)
• Software (Adobe Creative Cloud, Microsoft Office, antivirus)
• Productivity tools (Notion, Asana, project management apps)
• News and publications (magazine subscriptions, paywalled news sites)
• Specialized services (genealogy sites, learning platforms, fitness apps)
• Website hosting and domain names
• Cloud backup services (Backblaze, Carbonite)

Information to Collect

For each subscription: – Service name and website – Subscription level (basic, premium, family) – Monthly or annual cost – Billing date and payment method – Automatic renewal status – Number of users/seats included – Contract terms or cancellation policies

Discovery Methods

• Review credit card and bank statements for recurring charges
• Check email for subscription confirmations and renewal notices
• Search browser bookmarks for “account” pages
• Check app store accounts for app subscriptions
• Use aggregator services like Trim or Truebill if the deceased used them

Tools and Resources

• Credit card statements: Most detailed record of subscriptions
• Trim or Truebill: Subscription management and cancellation services
• Subscription tracker apps: Can be searched on deceased’s devices
• Bank or credit card customer service: Can identify merchant categories

Category 6: Cryptocurrency and Digital Wallets

This category is complex but critical, as cryptocurrency can be worth significant amounts and is difficult to recover if lost.

What to Look For

• Cryptocurrency holdings (Bitcoin, Ethereum, altcoins)
• Cryptocurrency exchange accounts (Coinbase, Kraken, Binance)
• Crypto wallet software (MetaMask, Trust Wallet, Ledger Live)
• Hardware wallets (Ledger, Trezor, physical devices storing keys)
• Mining operations or staking (if applicable)
• NFT collections (on platforms like OpenSea, Rarible)

Information to Collect

For each cryptocurrency asset: – Type of asset (Bitcoin, Ethereum, other) – Quantity held – Current value (as of inventory date) – Storage method (exchange, software wallet, hardware wallet) – Private key location or recovery seed phrase – Authentication credentials – Asset allocation across multiple wallets – Tax documentation (if available)

Discovery Methods

• Search computer for wallet software or exchange bookmarks
• Look for hardware wallets (physical devices) in desk drawers or safe deposit boxes
• Check email for exchange confirmations and account details
• Search for written-down seed phrases or private keys
• Check credit card and bank statements for exchange purchases
• Ask if the deceased mentioned crypto interests to family or friends

Tools and Resources

• Blockchain explorers (Etherscan, Blockchain.com): Can track public wallet addresses
• Cryptocurrency recovery services: Specialized firms for wallet recovery
• Tax preparation software: If crypto activity occurred
• Legal counsel: Crypto inheritance laws are complex and jurisdiction-dependent

Critical Warning: Never share private keys or recovery phrases. Cryptocurrency is different from other assets—proper legal structures and professional guidance are essential.

Category 7: Digital Property and Intellectual Property

Digital property includes anything with potential value or legal significance that exists only online.

What to Look For

• Domain names (websites, email domains)
• Blogs and websites (active or dormant)
• Digital businesses (e-commerce sites, online services)
• Intellectual property (copyrights, patents, trademarks registered online)
• Royalties and licenses (music, writing, photography, software)
• Online courses and educational content (Udemy, Teachable, Skillshare)
• Digital artwork and NFTs (beyond basic crypto holdings)
• Design portfolios (Behance, Dribbble)
• Writing portfolios (Medium publications, Substack newsletters, book platforms)

Information to Collect

For each digital property: – Domain name or URL – Registrar or hosting provider – Renewal dates and costs – Email associated with the property – Access credentials (FTP, CMS logins) – Revenue or monetization details – Ownership documentation – Insurance or valuation records

Discovery Methods

• Search the deceased’s computer for business or project files
• Check email for domain and hosting company communications
• Search the deceased’s name on Google to find public-facing properties
• Ask colleagues or collaborators about ongoing projects
• Check Whois databases for registered domains
• Review portfolio sites and professional networks
• Search for self-published books (Amazon KDP, IngramSpark)

Tools and Resources

• WHOIS lookup (whois.net): Check domain registration information
• Registrar websites (GoDaddy, Namecheap, Google Domains): Access registered domains
• Wayback Machine (archive.org): See past versions of websites
• Copyright registration database (copyright.gov): Check for registered works
• Patent and trademark databases (uspto.gov): Check for IP registrations

The Complete Inventory Template

To help you stay organized, here’s what your digital asset inventory should include:

Header Information

• Deceased’s full name
• Date inventory was compiled
• Inventory compiled by (name and relationship)
• Inventory completion percentage

Asset Entry Fields (for each asset)

• Category (Financial, Email, Social Media, Cloud, Subscription, Crypto, IP)
• Asset name (exact name as appears online)
• Username or account number
• Email address associated
• URL or website
• Estimated value
• Location of password (password manager, written location, etc.)
• Access method (password, two-factor, biometric)
• Last accessed date
• Billing cycle (monthly, yearly, one-time)
• Beneficiary or heir (who inherits this)
• Special notes (recovery email, authorized users, etc.)

Common Assets People Forget

Even thorough executors often miss:

1. Airline miles and hotel loyalty programs – Often worth hundreds of dollars
2. Unclaimed tax refunds – Check with state and federal tax agencies
3. Abandoned bank accounts – States maintain unclaimed property databases
4. Insurance premium reimbursements – From overpaid or duplicate policies
5. Mortgage escrow refunds – If the mortgage was paid off
6. Casino or gift card balances – Small amounts per card but add up
7. Online communities and forums – May need closure or moderation handoff
8. Recurring memberships with free trials – Still drain accounts even if trial
9. Two-factor authentication on important accounts – Makes access nearly impossible if not documented
10. Pending transactions or refunds – Money in process that might be forgotten

Action Steps for Each Audience

For Overwhelmed Owen (No Preparation)

1. Start with one category – Don’t try to handle everything at once
2. Use the email account as your anchor – It’s the gateway to everything else
3. Give yourself permission to take time – This is detective work, not a race
4. Document everything you find – Even incomplete information is valuable
5. Seek professional help – An estate attorney or digital executor service can guide you

For Elena (Professional Executor)

1. Create a standardized digital inventory template – Use it across all clients
2. Develop a checklist process – Follow the same steps for every estate
3. Build relationships with account recovery specialists – For difficult situations
4. Stay current on platform policies – Social media and account holder death policies change frequently
5. Maintain confidentiality and security – Use encrypted storage for sensitive information

For Grace (Grieving Survivor)

1. Don’t rush to decide what to do with accounts – Give yourself time to grieve
2. Focus on critical accounts first – Financial and email accounts can wait a bit
3. Reach out for support – Family, friends, or professional executors can help
4. Consider memorialization options – Facebook, Instagram, and others offer ways to honor memories
5. Take copies of irreplaceable content – Photos, messages, and memories before deciding account fate

Tools and Resources Roundup

Comprehensive Digital Asset Management: – Everplans – LifeLocker – Legacy Locker – AssetLock

Password Management & Recovery: – 1Password – LastPass – Bitwarden – KeePass

Financial Account Discovery: – AnnualCreditReport.com – Unclaimed Property Search (state databases) – TreasuryHunt.gov

Professional Services: – National Association of Estate Planners & Councils – Digital Executor certification programs – Estate planning attorneys specializing in digital assets

Conclusion

Creating a comprehensive digital asset inventory isn’t just busywork—it’s one of the most valuable gifts you can leave your heirs. Whether you’re Owen facing an overwhelming task, Elena seeking systematic process, or Grace navigating grief while managing an estate, this checklist provides a clear path forward.

The digital world isn’t going away. Assets will continue to accumulate in online accounts, subscriptions will proliferate, and the complexity of managing digital estates will only increase. By taking action today—whether documenting your own assets or inventorying a loved one’s digital life—you’re preventing confusion, protecting value, and honoring the person who came before.

Start with one category. Document what you find. Reach out for help when needed. And remember: even incomplete information is infinitely better than no information.

Your future self—or your heirs—will be grateful.

Quick Reference Checklist

• [ ] Financial accounts (banking, investment, payment platforms)
• [ ] Email accounts (primary, work, specialty)
• [ ] Social media and online presence accounts
• [ ] Cloud storage and digital files
• [ ] Subscriptions and recurring services
• [ ] Cryptocurrency and digital wallets
• [ ] Digital property and intellectual property
• [ ] Password locations documented
• [ ] Recovery contacts identified
• [ ] Key information compiled and secured
• [ ] Copy provided to executor/family
• [ ] Professional help engaged if needed

This checklist is meant as an educational resource. For complex estates, tax situations, or cryptocurrency holdings, consult with an estate planning attorney or digital executor specialist.