The digital era has definitely changed the way we live our everyday lives. Due to security concerns, the requirements for a password can be ridiculous these days and unless you’re a computer, you won’t remember all your passwords. With every company having an online account, we each have accumulated hundreds of passwords and usernames. It’s time to start considering a password manager, so you don’t have to click on ‘forgot password’ every time you need to log in.
1Password
How it works: Once you've installed the app and browser plugins, which work on every major platform, it saves usernames and passwords as you log into various websites. For new accounts, it has a password generator that allows you to create complex and unique passwords for every site you access. Your password vault is encrypted by a master password, so the company that built 1Password (AgileBits) never has access to your stash of passwords.
Ease of Use: It’s very simple to use once you make it part of your routine. It will only populate the username and password once you've unlocked the app and clicked the saved entry for that site. It remembers logins for a site even if the URL is not an exact match for the URL you have saved.
Tips: The app can store and fill in credit cards and other types of personal info into forms for you. You can also create separate "vaults," so it’s possible to set up a private vault for your eyes only and separate vault filled shared passwords for a family or co-workers.
Cost: The Mac and Windows version cost $2.99 a month for individuals and $4.99 per month for families (billed annually) and includes unlimited installations across all computers and devices.
Site: 1Password.com
Dashlane
How it works: Once you've installed the app and browser plugins, which work on every major platform, it saves usernames and passwords as you log into various websites. For new accounts, it has a password generator that allows you to create complex and unique passwords for every site you access. Your password vault is encrypted by a master password, so the company that built 1Password (AgileBits) never has access to your stash of passwords.
Ease of Use: It’s very simple to use once you make it part of your routine. It will only populate the username and password once you've unlocked the app and clicked the saved entry for that site. It remembers logins for a site even if the URL is not an exact match for the URL you have saved.
Tips: The app can store and fill in credit cards and other types of personal info into forms for you. You can also create separate "vaults," so it’s possible to set up a private vault for your-eyes-only and separate vault filled shared passwords for a family or co-workers.
Cost: The Mac and Windows version cost $2.99 a month for individuals and $4.99 per month for families (billed annually) and includes unlimited installations across all computers and devices.
Site: Dashlane.com
KeePassX
How it Works: This password manager is kind of old school, in that it doesn’t use a cloud. You install an app on your Windows or Mac computer(s) and phone(s), which uses an encrypted file stored on your computer that houses all your passwords. If you put that file in your Dropbox, it becomes available across all your computers and phones. Because the password data is stored on your computer and NOT in the cloud, it's unlikely to be a target of a coordinated break-in. Essentially, it is super safe.
Ease of Use: It takes some tech savviness to set it up but once you’re up and running it's very easy to use. Also, it doesn't auto-fill forms for you, which could be considered a benefit since some see these as a security risk.
Tips: Remember to go to preferences and adjust the “auto logout” and “auto-save” parameters. Also, remember not to leave the password window open after you look up a password--depending on how you leave it open, the program will not be able to auto-logout.
Cost: The desktop app is free. There are a few iPhone Apps you can use with it, one of which is PassDrop ($1.99).
Site: KeePassX
LastPass
How It Works: LastPass saves all your passwords in their cloud servers and allows you to access them with a single master password.
Ease of Use: Install a plugin on your web browser and it will pre-fill usernames and passwords. It can store unlimited passwords and username combinations for each site, generate secure passwords on the fly, detect newly created or changed passwords, and store credit card info.
Tips: You can search your vault from the web plugin. Use the right-click menu to copy and paste passwords from matching sites or to auto-fill forms. It also supports multiple user profiles.
Cost: The desktop version and mobile app are free. The Premium version for 1 user ($36/year) offers 1GB of encrypted file storage and allows you to securely share passwords with others; the Families plan ($48/year) allows for 6 different users.
Site: LastPass.com What Happens To My Email Accounts When I Die?
Your email provider almost always has it in the terms of service that you should never share your account information with anyone else. However, what you do with your digital account is your business. This is why it is so important to create a digital estate plan to leave your friends and family with some direction on how to handle your accounts after you have passed. You may want your loved ones to be able to access your email account to pull communications, pictures, or documents. In this case, it is important to leave them with your login information. If you want your executor to just deactivate the account, they can easily do so through the proper channels. Let's say you don't want to share your account name and password with anyone. This means your family or friends will be going the official route. Keep this in mind: Not all email accounts are created equal. Here is how the major email services handle a deceased person’s account:
Gmail
Accessing a deceased person's mail
If you need access to the Gmail account content of an individual who has passed away, in rare cases we may be able to provide the contents of the Gmail account to an authorized representative of the deceased person.
At Google, we’re keenly aware of the trust users place in us, and we take our responsibility to protect the privacy of people who use Google services very seriously. Any decision to provide the contents of a deceased person’s email will be made only after a careful review.
If you are the authorized representative of a deceased person and wish to proceed with an application to obtain the contents of a deceased person’s Gmail account, please carefully review the following information regarding our two stage process:
Part 1
We require the following information:
1. Your full name
2. Your physical mailing address
3. Your email address
4. A photocopy of your government-issued ID or driver’s license
5. The Gmail address of the deceased person
6. The death certificate of the deceased person. If the document is not in English, please provide a certified English translation that has been prepared by a competent translator and notarized
7. The following information from an email message that you have received at your email address, from the Gmail address in question:
• The full header from the email message. See instructions on how to find headers in Gmail and other webmail email providers. Copy everything from ‘Delivered-To:’ to ‘Content-Type:’
• The entire content of the message
Mail or fax this information to:
Google Inc. Gmail User Support –
Decedents’ Accounts
c/o Google Custodian of Records
1600 Amphitheatre Parkway
Mountain View, CA 94043
Fax: 650-396-4502
Phone: 650-253-0000
Part 2
After a review, you will be notified by email and informed whether we will be able to move beyond Part 1 to the next steps of the process. In some cases, this waiting period may take up to a few months. During this process, please be aware that Google will not delete the deceased person’s account before responding to your request. If we are able to move forward based on our preliminary review, we will send further instructions outlining Part 2. Part 2 will require you to get additional legal documents, including an order from a U.S. court and/or additional materials.
Please note that submitting these materials will not guarantee that we will be able to provide Gmail content so we strongly recommend not embarking on Part 2 until you hear back from us regarding Part 1. Because of our concerns for user privacy, if we determine that we cannot provide the Gmail content, we will not be able to share further details about the account or discuss our decision. Once again, we offer our condolences to you at this time and appreciate your patience and understanding.
Via Google
Google also goes a step further with something called "Inactive Account Manager," which is a way to either share or delete your account after a set period of inactivity. Here's how they describe it:
What should happen to your photos, emails and documents when you stop using your account? Google puts you in control.
You might want your data to be shared with a trusted friend or family member, or, you might want your account to be deleted entirely. There are many situations that might prevent you from accessing or using your Google account. Whatever the reason, we give you the option of deciding what happens to your data.
Using Inactive Account Manager, you can decide if and when your account is treated as inactive, what happens with your data and who is notified.
Step 1: Timeout period
You set a timeout period, after which your account can be treated as inactive. The timeout period starts with your last sign-in to your Google account.
Step 2: Alert me
Inactive Account Manager will alert you via text message and optionally email before the timeout period ends.
Step 3: Notify contacts and share data
Add trusted contacts who should be made aware that you are no longer using your account. You can also share data with them if you like.
Step 4: Optionally delete account
If you wish, instruct Google to delete your account on your behalf.
To set up Inactive Account Manager, go to your Settings Page, click on Data Tools and then click "Set up Inactive Account Manager"
Yahoo
Options available when a Yahoo Account owner passes away
We know that dealing with the loss of a relative is very difficult. To protect the privacy of your loved one, it is our policy to honor the initial agreement that they made with us, even in the event of their passing.
At the time of registration, all account holders agree to the Yahoo's Terms (TOS). [Note: Yahoo's parent company is now called Oath] Pursuant to the TOS, neither the Yahoo account nor any of the content therein are transferable, even when the account owner is deceased. As a result, Yahoo cannot provide passwords or access to deceased users' accounts, including account content such as email.
Yahoo does have a process in place to request that your loved one's account be closed, billing and premium services suspended, and any contents permanently deleted for privacy.
Requesting to close the account
In order to process this kind of request, we require specific documentation:
A letter containing your request and stating the Yahoo ID of the deceased
A copy of a document appointing the requesting party as the personal representative or executor of the estate of the deceased;
A copy of the death certificate of the Yahoo account holder
Sending Options
Please send the requested information to us at the following address:
Concierge Executive Escalations
Verizon Media Inc.
22000 AOL Way
Dulles, VA 20166
Again, we extend our condolences to you and your family.
Via Yahoo
Outlook
Get comfy because Microsoft offers the most comprehensive instructions:
Microsoft Next of Kin Process: What to do in the event of the death or incapacitation of a loved one with a Outlook.com account.
If you have lost a family member, or have a family member who has become medically incapacitated, the following information will help you contact Microsoft regarding their Outlook.com account.
What can Microsoft provide me with in relation to my family member’s Outlook.com account?
The Microsoft Next of Kin process allows for the release of Outlook.com contents, including all emails and their attachments, address book, and Messenger contact list, to the next of kin of a deceased or incapacitated account holder and/or closure of the Microsoft account, following a short authentication process. We cannot provide you with the password to the account or change the password on the account, and we cannot transfer ownership of the account to the next of kin. Account contents are released by way of a data DVD which is shipped to you.
Unfortunately, the Next of Kin department cannot assist you with password resets, account recovery, or any other support for your own account.
What products does the Microsoft Next of Kin process support?
At this time, the Microsoft Next of Kin process supports only Outlook.com accounts (email accounts ending in @outlook.com, @hotmail.com, @live.com, @windowslive.com, or @msn.com). We do not provide support for SkyDrive, MSN Dial-up, or Xbox Live.
How do I request the contents of my family member’s account, or request the closure of the account?
In order to request that the contents of the email account be released to you, or to request the closure of the account, please contact the Microsoft Custodian of Records by emailing [email protected] to initiate the process. To process your request, we require that you provide some information about the account as well as copies of documentation to verify the status of the account holder and your kinship. Please refer to “What information and documentation will I need to provide for the next of kin process?”
Please also provide us with an email address where we can reach you in case we have any follow-up questions and so we can notify you of the status of your request.
What documentation will I need to provide for the next of kin process?
In order to prove that you are legal next of kin and that the account holder is deceased or incapacitated, we require the following documentation:
- An official death certificate for the user, if the user is deceased. Unfortunately, we cannot accept anything other than an official, government-issued death certificate. Examples of documents which we cannot accept are:
a. An obituary
b. A coroner’s interim death certificate
c. A coroner’s statement of inquest into a death
d. A funeral director’s statement of services performed
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A certified document signed by a medical professional in charge of the care of the user, if the user is incapacitated. A note signed by the doctor in charge and notarized will suffice, as will a signed court document showing that you have the power of attorney or executorship of a trust for the account holder.
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A Document showing that you are the user’s next of kin and/or executor or benefactor of their estate, or that you have power of attorney. We accept any of the following documents as proof of kinship or executor status:
a. A marriage certificate showing that you are the surviving spouse of the account holder.
b. Signed power of attorney paperwork.
c. A copy of a will or trust document naming you as executor or beneficiary.
d. A birth certificate for the user, if you are their parent; or guardianship paperwork for legal guardians.
- A photocopy of your government-issued photo ID.
What information will I need to know about the Outlook.com account?
We require answers to all of the following questions about the account holder’s email account.
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What is or are the email address or addresses?
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What is the first and last name that the account holder used when creating the account?
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What is the date of birth that the account holder gave when creating the account?
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What city, state, and zip code (for U.S. users) or country did the account holder enter as their place of residence when the account was created?
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Approximately when was the account created? This doesn’t need to be anything specific. “During the late 1990s,” or “Around 2004” are perfectly acceptable answers.
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Approximately when was the account last accessed? It is important that you tell us if you have been checking the account past the account holder’s date of death, or if you suspect that the account has been accessed by an unauthorized individual after the account holder’s death.
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Your shipping address, if you are requesting a copy of the contents of the account. Please note that we cannot ship to a P.O. Box. Since your shipment will be coming from the U.S., please include your shipping address in the following format:
a. Attention
b. Street Address
c. City
d. State/Province
e. Zip/Postal Code
f. Country
g. Contact Phone Number
- What type of computer do you use, if you are requesting a copy of the contents of the account We support PC, Mac, and Linux users, but we need to know what type of computer you use for preservation purposes.
How do I submit my documentation once I’ve gathered it?
Once you’ve gathered your documentation, you may submit it to us in any of the following three ways:
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You may scan and email the documents to us at [email protected].
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You may fax the documentation to us at (425) 708-7851 .
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You may mail copies of the documentation to us at:
Next of Kin
One Microsoft Way
Redmond, WA 98052
Please do not send originals of any of the documents, as all documents will be shredded upon completion of the verification process.
It’s going to take a while for me to gather all of this information, should I wait to contact you until I have everything?
We understand that it can take time to gather all of the necessary documents and submit them to Microsoft. We ask that you contact us at your earliest convenience to notify us of your request. This will allow us to complete a preservation of all of the data currently in the email account to prevent it from being deleted due to inactivity. Once you contact us, we will complete this preservation immediately, and will maintain it for a period of one year from the date of your initial response. After one year, your case will be closed and the account preservation will be deleted.
I have some of the documentation right now, but not all of it. Can I submit what I have while I gather the rest?
Certainly. We will maintain any documentation which you submit while we wait for you to submit any remaining pieces of documentation. Please bear in mind the one year timeline for all cases.
What happens if the verification process fails?
If for any reason we are unable to successfully verify that the email account belongs to the appropriate account holder, the account holder’s status, or your kinship; we will advise you that the verification process has failed. If this happens, we are prohibited from explaining specifically which piece or pieces of information did not match. We will ask for a completely new package of documentation, as well as any additional information you can give us which you think may help you pass the verification process on a subsequent attempt. Please note, however, that we can only allow a total of three (3) attempts to pass the verification process.
What languages do you accept documentation in?
We prefer that all documentation be submitted in English, or that you provide certified translations to English for all of your documents. Certified translations can be costly, however, and if you cannot provide a translation, we may provide translation assistance for some languages. Unfortunately, we are currently unable to provide translation assistance for any language that uses an alphabet other than the standard Latin alphabet; Japanese, Cyrillic, or Arabic, for example.
How long should I expect the Next of Kin process to take?
Once you have contacted us with your initial request, you should expect to hear back within 24 business hours, The verification process should take no more than 48 business hours, at which point you will be notified that either the verification process was successful, and we are in the process of shipping you a data DVD with the contents of the account, or that we have closed the account, depending upon your request; or that verification has failed. Because we ship from the U.S., delivery times may vary depending on the shipping location. If we are shipping the data disc overseas, please expect up to 10 business days after receiving the notification that the DVD has been shipped.
What happens if I don’t receive my shipment, or if the disc is damaged?
If you do not receive your shipment within 7 days, please contact us by [email protected] and we will track the package to determine its status. If the tracking states that the package has been delivered, but you did not receive it; or if the tracking states that the package has been lost, or if you receive a damaged disc, we will ship a new copy. Discs are encrypted to prevent unauthorized access and the password will be provided separately from the disc.
If you are having trouble accessing the data, please contact us by emailing [email protected] and we will provide step by step instructions to assist you.
My family member passed away some time ago, will you still be able to assist me?
Unfortunately, in most cases email account contents are deleted after 365 days of inactivity, and the account itself is deleted after an additional 1 month; for a total of one year and 1 month. Once that happens, we are unable to recover any of the data from the account. We would recommend that you still contact us, however, in case the account has not yet been deleted.
Via Microsoft
AOL (America Online)
America Online is quite simple, but you might have to wade through account pages and spend some time on the phone.
How do I close an AOL account of a family member who has passed away?
We're very sorry for your loss.
In the unfortunate event of a death of the billing contact for an AOL account, ownership can easily be transferred to another AOL Username already listed under the account.
The billing contact's name appears on the credit card used for the AOL account. You can change the payment information online through My Account if you have the deceased master Username, Password and Account Security Question. If you don't know this information, please click the Contact AOL Customer Service link to the right of this page for more information on contacting AOL Customer Support Team.
Note: If you don't own a Username on the AOL account and would like to make changes to the account, please contact one of our AOL Customer Support Team Representatives at 1-800-827-6364.
Via AOL
Apple iCloud
The following appears in the iCloud Terms of Service:
No Right of Survivorship
You agree that your Account is non-transferable and that any rights to your Apple ID or Content within your Account terminate upon your death. Upon receipt of a copy of a death certificate, your Account may be terminated and all Content within your Account deleted. Contact iCloud Support at www.apple.com/support/icloud for further assistance.
Upon clicking the support link you're thrown into the massive support section. We suggest starting with their Get Support section and, if you're still getting nowhere, calling their main support number: 1-800-275-2273
Via Apple Support Community