Backing up your files is essential. So is sharing key documents with loved ones, advisors, or other professionals.
But without the right system, these actions can leave your most sensitive information exposed. In this article, we walk through how to back up and share documents securely — without giving up control or risking your privacy.
Q: Why do I need to back up important family documents?
A: Because things go wrong. Fires, floods, hard drive crashes, and accidental deletions can wipe out years of paperwork or digital files. A secure backup ensures your family isn’t left scrambling during an emergency or legal situation.
Q: What kinds of documents should I back up?
A: Focus on anything that would be hard to replace or vital in a crisis:
Wills, trusts, and powers of attorney.
Passports and birth certificates.
Insurance policies.
Tax records and loan agreements.
Medical records.
Property deeds and vehicle titles.
Trustworthy lets you digitize and securely store all of these, then automatically reminds you what's missing or outdated.
Q: Is saving files to my computer a good enough backup?
A: Not on its own. If your laptop is stolen, damaged, or infected with malware, those files could be gone for good.
Q: What’s the 3-2-1 backup rule?
A: It's a guideline that works for many people:
Keeping 3 copies of each document.
Storing those copies on 2 different types of media.
Ensuring 1 copy is stored off-site (ideally in a digital vault).
For example: Some people might keep one copy in Trustworthy, one on an encrypted USB drive, and one printed in a fireproof safe.
However, this system can create redundancies and confusion, such as if one version of a document gets updated and another doesn't.
While you need to keep original versions of documents like passports and birth certificates, you can safely shred paper versions of many other documents, such as tax returns, as long as the digital versions are safely stored.
Q: Is cloud storage reliable for backups?
A: It depends on the platform. General services like Google Drive or iCloud offer convenience, but not the structure or security needed for long-term sensitive document storage.
Trustworthy offers industry-leading secure storage, privacy, and accessibility. Its features include:
End-to-end encryption.
Document categorization.
Automated expiration reminders
Role-based access controls.
Secure download and export options.
Q: Should I encrypt my backups?
A: Yes. Encryption protects your files from unauthorized access, even if the storage device is lost or stolen. Trustworthy encrypts your documents automatically in transit and at rest — no extra steps required. Trustworthy's security measures also include tokenization, bank-level security that its competitors don't offer.
Q: What’s the safest way to store a physical backup?
A: Use a fireproof, waterproof safe or a safe deposit box. Print only the essentials — such as originals of legal documents and identification.
Make sure the safe’s location and contents are known to someone you trust.
Q: What if I want to share a document with someone — like a lawyer or doctor?
A: Email attachments are risky. So are open links from Google Drive or Dropbox.
Use a system that supports secure sharing. Trustworthy offers SecureLinks™ that let you:
Share one document (not the whole folder).
Add an expiration date.
Revoke access at any time.
Q: How do I avoid giving someone access to too much information?
A: Use role-based or category-based access controls. In Trustworthy, you can share only the legal category with your estate attorney, or only the medical records with your child’s pediatrician — without exposing unrelated files.
Q: What if I accidentally share the wrong document?
A: With Trustworthy's Family Operating System®, you can revoke access instantly — even after it’s been opened. There’s no need to delete or move a document itself.
Q: Can I share documents temporarily, without creating an account for the other person?
A: Yes. SecureLinks™ from Trustworthy don’t require the recipient to log in or create an account. You control how long the link is active and whether it can be viewed, downloaded, or commented on.
Q: Is it safe to share documents over text or messaging apps?
A: Generally, no. Those services don’t encrypt files end to end, and the content can be stored on multiple devices or backed up to the cloud without your knowledge. Use a secure document-sharing feature like Trustworthy's instead.
Q: Can I share access with a group, like my siblings or multiple advisors?
A: Yes — just be thoughtful about how. In Trustworthy's digital vault, you can assign different people to different categories or roles. One sibling might help with your parents’ finances, while another oversees medical care.
Q: How often should I review who has access to my documents?
A: At least once a year — or whenever your life changes. Marriage, divorce, a new baby, a new advisor, or the death of a family member should all trigger a review of access permissions.
Trustworthy makes it easy to see who has access to each document or category — and change or remove that access with a few clicks.
Q: What happens if I need to share access during an emergency?
A: That’s where a digital vault really shines. Instead of scrambling to find paperwork or emailing PDFs, you can generate a secure link from your phone or computer, on the spot — even if you’re out of town or at a hospital. Trustworthy provides a mobile app (iOS and Android) for access anytime, anywhere.
Q: Can someone else back up documents for me?
A: Yes, but you should trust them completely and control what they can access. In Trustworthy, you can invite a family member or assistant to upload files for you, while granting them either full or partial access to your account.
Q: Bottom line — how do I balance security and access?
A: The goal isn’t to lock everything down or share everything freely. It’s to:
Back up your documents in a secure location.
Give the right people access to the right documents — and nothing more.
Use tools that let you monitor and adjust sharing over time.
Trustworthy was built for exactly this: protecting your family’s information, while making sure it’s accessible when you need it.
We’d love to hear from you! Feel free to email us with any questions, comments, or suggestions for future article topics.
Trustworthy is an online service providing legal forms and information. We are not a law firm and do not provide legal advice.
