1. What “digital legacy” means for carers (and why it matters)

If you’re caring for a partner, parent, relative, neighbour or friend, you probably hold a lot of information in your head: appointment dates, medications, key phone numbers, which bills are on direct debit, and who you call when “something isn’t right”.

A digital legacy simply means: “What happens to all of this information, access and responsibility if you’re not the person answering the phone one day?” It isn’t just about death – it’s also about illness, burnout, moving house, or another family member needing to step in quickly.

For carers, a small amount of planning can make a huge difference. A few clear notes stored safely can save your loved one (and the professionals around them) hours of stress and confusion later on.

2. Step-by-step: a 20-minute essentials session

You don’t need to organise everything at once. Let’s aim for a calm, focused 20-minute session where you collect just the most helpful essentials.

1. Step 1 – Decide whose information you’re organising.
   This might be the person you care for, or yourself as the main carer, or both. If possible, let them know: “I’m going to write a few key things down so that if anyone ever needs to help, it’s all clear and easy to find.”
2. Step 2 – Note the key people involved in their care.
   Write down the names and contact details of:
   • Their GP or main doctor
   • Any regular carers, district nurses, or support workers
   • Next of kin or main family contact (this might be you)
   Keep this list short and clear – think “who would someone need to call first?”.
3. Step 3 – Gather the first 5 pieces of essential information.
   For the person you care for, jot down:
   • Full name, date of birth and home address
   • Where their important documents are kept (e.g. “blue folder in bedroom cupboard”)
   • A simple list of current medications and allergies
   • Who manages their money and bills (you, them, or someone else)
   • Any key “must know” notes (e.g. mobility issues, communication preferences, dementia diagnosis)
   This doesn’t have to be perfect or complete – it just has to exist.
4. Step 4 – Choose where this information will live.
   You have two simple options:
   • Digital: Store it in a PassItOn-Digital Essentials Vault, where you can upload documents and add notes in a secure, organised way.
   • Paper: Use a clearly labelled folder at home (e.g. “Care Essentials for Mum”) kept somewhere safe but findable.
   You can always move from paper to digital later – starting is the main thing.
5. Step 5 – Add a short explanation for the “next person in line”.
   Write 2–3 sentences that explain what this bundle or vault is and how to use it. For example: “If I’m ever unwell or not here, this is where you’ll find the key information about [name] – their doctors, medicines, and where their important papers live.”
6. Step 6 – Set a reminder to check it again.
   Put a note in your diary, phone or calendar for 3–6 months’ time: “Review care essentials for [name]”. You can add or update things slowly; this doesn’t need to be perfect on day one.

If all you do today is complete these steps, you’ve already made life easier for future you and for the person you care for.

3. Examples and gentle prompts you can copy

Example: A short note for another carer or family member

“If you’re reading this, it probably means I’m not able to be here with [name] right now. This folder / vault holds the key information you’ll need: who to contact, what medicines they take, and where their important documents are kept. I’ve put this together to make things calmer and clearer for you and for them.”

Prompt: What to add about day-to-day routines

The little details you know without thinking can be priceless to someone stepping in. Consider noting:

• Morning routine (e.g. what time they usually wake, tea/coffee preferences)
• Any mobility aids they use (walker, wheelchair, rails) and where they’re kept
• How they like to be addressed and communicated with
• Anything that calms them if they become anxious or confused
• Important “do not forget” items: glasses, hearing aids, dentures, special cushions, etc.

Prompt: Digital access for carers

Without sharing passwords in an unsafe way, you might want to record:

• Which online portals are used for GP, hospital or prescription services
• Which utility companies provide gas, electric, water and internet
• Who holds any legal documents, such as a will or power of attorney (solicitor name and contact)
• Which family member or friend is authorised to discuss finances with banks or agencies

4. Common worries carers have – and simple answers

Many carers tell me they have the same thoughts when they first hear about “digital legacy” or organising information:

• “I don’t have the energy for a big project.”
  This is not a big project. It’s a 20-minute essentials session. You can do one tiny piece at a time.
• “I’m worried about getting it wrong or missing something.”
  That’s completely normal. Remember: an imperfect list is still far better than leaving others with nothing at all.
• “I don’t want to overstep or upset the person I care for.”
  Try framing it as kindness: “I’m writing things down so that if anyone ever needs to help you, they don’t have to ask you the same questions over and over.” You can involve them as much or as little as feels right.
• “I’m not very techy.”
  You don’t need to be. You can use a simple paper folder, or I can guide you through a calm, simple PassItOn-Digital Essentials Vault that feels more like filling in a form than “doing tech”.

5. Frequently asked questions from carers