One of the biggest advantages of a digital vault is the ability to share important information securely, without giving everyone access to everything.

Done well, access sharing supports both everyday life and emergencies. Done poorly, it can create confusion, risk, or unnecessary exposure.

This article explains who should have access to your digital vault, what they typically need to see, and how families manage access responsibly.

Thinking About Access the Right Way

Q: Why does access matter so much in a digital vault?

A: A digital vault isn’t just storage — it’s a shared system for managing sensitive information. Access determines who can help you handle routine tasks, make decisions in urgent situations, or step in if you’re unavailable.

Families often use shared access day to day — for example, when a spouse needs an insurance card, a parent needs school paperwork, or an adult child helps manage logistics. The same access controls also become critical during emergencies.

For a broader overview of how digital vaults support shared use, see what a digital vault is and why families use one.

Common People Who Need Access to Your Information

Q: Who typically needs access to a digital vault?

A: Access is usually shared with people who play a specific role, such as:

• A spouse or partner managing shared finances or healthcare.

• Adult children helping their parents with logistics or caregiving.

• Other trusted caregivers.

• Legal, financial, or medical professionals.

Not everyone needs full access, and many people need access only to certain information.

Q: Should everyone have the same level of access?

A: No. Different roles require different levels of visibility.

For example:

• A spouse typically needs access to everything, including insurance, IDs, and financial records.

• An adult child may need access to medical directives and emergency contacts — and more, depending on the level of support they're providing.

• A professional may need temporary access to a single document, such as your previous year's tax return.

Trustworthy allows families to tailor access so each person can see only what they need, and nothing more.

Day-to-Day Access vs. Emergency Access

Q: How is day-to-day access different from emergency access?

A: Day-to-day access supports routine needs, such as:

• Pulling up insurance cards at appointments.

• Accessing IDs or policy numbers.

• Completing forms or travel paperwork.

• Managing household or family logistics.

Emergency access is about preparedness, ensuring trusted people can access critical information if you’re incapacitated or unavailable, or helping your family recover from a disaster.

A well-configured digital vault like Trustworthy's Family Operating System® supports both, without forcing families to choose between convenience and security.

Q: What documents are commonly shared in everyday use?

A: Families often share access to:

• Insurance cards and policy details.

• Identification documents.

• Medical information needed for appointments.

• School or travel records.

• Emergency contact lists.

• And more.

Having these available digitally reduces friction in everyday life while keeping sensitive information protected.

How Controlled Sharing Works

Q: How do digital vaults control who sees what?

A: Modern digital vaults like Trustworthy's allow:

• Folder-level or document-level access.

• View-only or interactive permissions.

• Time-limited sharing.

• Instant revocation when access is no longer needed.

This level of control makes it possible to share confidently, even with sensitive documents.

Q: What mistakes should families avoid when sharing access?

A: Common mistakes include:

• Granting blanket access "just in case."

• Forgetting to revoke access after it’s no longer needed.

• Not reviewing permissions over time.

• Assuming paper copies are safer than shared digital access.

Q: How often should access be reviewed or updated?

A: Access should be reviewed at least once a year, after major life events, when roles change, or when documents are added or removed.

Digital vaults like Trustworthy's make it easy to adjust access without disrupting daily use.

A Final Thought

Sharing access doesn’t mean giving up control. When done thoughtfully, it allows families to manage everyday tasks more smoothly and face emergencies with confidence. A digital vault makes it possible to share the right information, with the right people, at the right time.

For a broader perspective on how families use digital vaults across different situations, read more what a digital vault is and why families use one.