Welcome to Part Three of “Preparing for End of Life: Getting Organized.” In reality, don’t wait – do it today so you are prepared for what will happen tomorrow.
Starting this process while you and your loved ones can talk and discuss options is important because once a person dies, you lose that opportunity. Gathering data is critical. But where will you store this data, so it is safe and secure?
In this post, I will discuss how technology is helping us to be more efficient, communicate more effectively, and store important information so that you and others can access it when needed.
Sensitive information you need to manage your finances, your medical care, and legal documents includes things like your social security numbers, date of birth, home and work addresses, usernames and passwords to accounts where your money is held, and bills are paid. You also need to keep information on your medical providers, your medications, medical care, household bills, house and auto payments as well as legal documents such as your will, power of attorney for your health and finances, so you and those you designate to help you when you cannot speak for yourself have the information you need.
There are lists to follow about what information and documentation we should have in place to not only age well but also help those who might settle our estate one day. However, simply organizing them in files is not the same as ensuring they are accessible, secure, and that only the designated individuals have access to them.
Information in a Google doc or on Dropbox doesn’t provide the security you need. Having information on a spreadsheet may keep you organized, but it is not helpful if your computer crashes or is hacked because you shared an email that got into the wrong hands. It also isn’t beneficial if the right people don’t have access to what they need to carry out your wishes.
There are now technological options that can be an excellent tool for caregivers and those tasked with settling an estate or closing out a Trust. However, it’s essential to be aware of what level of security they provide. Some storage, information, and communications platforms are not as secure as they should be.
To better understand this, I asked a colleague, Miriam (Mim) Senft, the co-founder and managing director of Motivity Care. Motivity Care is a collaborative data and document exchange platform that enables families to communicate securely and access data in real-time. Mim has extensive experience in the areas of privacy and security, particularly with platforms that handle sensitive information. Here are some questions I asked her to help us when looking for a system that you, your family, and friends can use to manage data and caregiving responsibilities better.
Does the storage platform you are using have a Soc 2 Type II up-to-date report?
SOC 2 Type II is not a certification. It is a verification process that results in a report that demonstrates a service organization’s controls for security, availability, processing integrity, confidentiality, and privacy are operating effectively over a period of time (typically 6-12 months). It’s a more rigorous assessment than SOC 2 Type I, as it evaluates the operating effectiveness of controls, rather than just their design.
Does the platform you are using not only allow you to share just a piece of information vs. everything on the platform but also does it require everyone that accesses the platform to double authenticate?
Some of the information and documentation you store may contain sensitive data. You probably don’t want everyone to see everything. You also want everyone to have to double authenticate so there is a record of when people accessed information and what they did, as a security feature.
Can you upload and download key documents, like power-of-attorney documents, in case of an emergency?
The platform should make it easy to download a needed document no matter where you are.
Does the platform date-stamp in real-time everything that is added, edited, or deleted?
This can help with legal issues. An example would be a will. The platform should be able to store the will, but ensure that no one can access it until the designated time. That way, everyone knows there is a will and when it was uploaded.
Does the platform provider help you keep information up to date?
. To keep information up to date, the platform provider should provide regular reminders.
If you are traveling across the country or overseas, is the information accessible?
If you are traveling for work or on vacation, you should have the peace of mind to have your and/or your loved one’s information easily accessible and secure.
Is it available on desktop and app for my phone?
Any quality platform should provide both options.
Ensuring that all necessary medical, legal, financial, and personal information is securely digitized can provide greater protection, ensure your wishes are carried out, and prevent delays in accessing information, even in the event of a weather emergency, an accident, while traveling, or while out to dinner. However, everyone should ensure that the platform they are using has the necessary security features in place.
Caregiving is challenging as we are all busy, live in different cities, and have expertise in various areas. Having a system that can streamline communication, keep people informed, and provide information that helps us make decisions is vital in easing the burden of caregiving. Start today to get your things in order so you and your family are prepared!
I would like to thank Miriam for her help with this article. If you would like to learn more about the Motivity System, please visit the Motivity Website at https://motivitycare.com
If you have questions you would like addressed regarding preparing for the next steps, email me and I will research and post in a future blog post.
Have a good week!
