Digital assets and estate administration

Digital estate administration begins by distinguishing valuable property from access to an online service. Cryptocurrency, a domain name, licensed software and a social media profile may require very different treatment.

Inventory value and access separately

Record the platform or asset, apparent ownership, value evidence and the existence of recovery instructions. Do not place private keys, passwords or recovery phrases in ordinary estate accounts or a will that may become public. HMCTS explains public access to probate records and wills after the grant. ^[1]

For business accounts, establish whether the account belongs to the deceased personally or to a company. Consider revenue, subscriptions and customers affected by loss of access without assuming the executor can simply take over the login.

Use the provider's deceased-user process

Ask what evidence of death and authority is needed for transfer, closure or data access. Possession of a password does not establish permission to impersonate the account holder. Preserve devices carefully where they may contain the only access route to valuable assets.

If cryptocurrency or encrypted material is involved, obtain suitable technical and legal help before experimenting with recovery. Valuation records should capture the asset and uncertainty; foreign assets may be relevant where the provider or legal rights are based overseas.

Classify what the online record represents Create separate entries for transferable assets, contractual accounts, stored information and subscriptions. An online investment balance may represent property, while a library of downloaded media may be governed by a personal licence. A domain registration can differ from the website content hosted through it. Record the provider, account identifier and apparent owner without assuming that everything visible on a device belongs to the deceased. This classification helps decide whether the next enquiry concerns value, transfer, cancellation or access to information needed for administration.

Look for digital interests through records lawfully available to the representative, such as statements, invoices and the deceased's written inventory. Recurring hosting charges may reveal a website, while exchange statements may indicate cryptocurrency holdings. A social media profile is not reliable proof of the value or ownership of an underlying business. Mark speculative leads as unconfirmed. Avoid paying recovery services solely because an email claims there are uncollected funds; first verify the provider and whether the alleged asset has a genuine connection to the estate.

Protect devices and recovery material Record which devices have been located, their condition and who holds them. Avoid resetting, disposing of or experimenting with a device that may contain unique records or access information. Where technical assistance is needed, ask about preservation, confidentiality and the scope of work before handing it over. The technician should know whether the goal is to identify assets, preserve evidence or recover authorised access. These tasks require different instructions, and a routine repair can inadvertently remove information important to the administration.

Keep passwords, private keys and recovery phrases outside ordinary circulated estate records. The will may become available through the public probate process, making it an unsuitable place for secrets that permit control of an asset. ^[1] Use a secure arrangement agreed with the authorised representative and suitable adviser, with access limited to those who need it. Record the existence and custody of recovery material without reproducing it in beneficiary updates, valuation schedules or email attachments that may be forwarded beyond the administration team.

Ask the provider for the correct estate process Contact the provider through its verified deceased-user or legal request channel. Ask which evidence of death and authority it requires and whether it offers closure, transfer, memorialisation or limited data disclosure. Keep the applicable instructions and response reference. A provider may be willing to close an account without transferring its content, so clarify the effect before agreeing. Where a business depends on the service, explain that fact and ask how continuity can be addressed through an authorised arrangement.

Check the ownership position for company and shared accounts. A personal email address used to administer a company service does not establish that the service is an estate asset. Identify other administrators and the company's records, then coordinate with those entitled to act for the business. Separate the deceased's personal material from customer or employee information. If ongoing subscriptions protect valuable data, record why temporary payment is needed and arrange it lawfully rather than continuing to impersonate the account holder to avoid interruption.

Value and transfer digital property with a transaction record For an asset whose value changes rapidly, preserve the date, time, quantity, currency and evidence used for the date-of-death valuation. Later sale proceeds should be recorded separately. Ask the tax adviser how uncertain ownership, exchange restrictions or access difficulties affect the information required. A screenshot of a displayed balance may help identify an enquiry but may not establish that funds are withdrawable or belong to the estate. Keep provider confirmations and transaction references with the valuation working papers.

Before any technical transfer, agree who is authorised, where the asset will go and how completion will be verified. Cryptocurrency transfers can be difficult to reverse, so technical competence and secure destination verification matter. Retain an intelligible record of the asset moved and the authority for the move without exposing secret credentials. When an account is closed, confirm what data or access will be lost and preserve necessary administration evidence first. The final inventory should show the outcome for each digital interest, including items that could not be transferred and the reason.