Account access contingency plans

Some of my customers rely quite heavely on me. To ensure that my customer can access the necessary accounts if something happens to you, it’s wise to set up a structured backup and access plan. Some ideas to fix this:

Create a Comprehensive Documentation File

Document all the accounts you manage for the customer, and store this file securely using encryption (e.g., a password-protected document or an encrypted PDF):

• Account names, login URLs, usernames, passwords
• Backup codes for multi-factor authentication (MFA), if applicable
• Email addresses associated with each account
• Detail the workflows for handling tasks, as some processes might require knowledge beyond simple login credentials.

Easy - I do this already for years, and the resulting encrypted .odt file, is shared through Dropbox, meaning that the customer always has the up-to-date version of this file.

Use a Password Manager with Shared Access

• Use a reputable password manager, such as LastPass, 1Password, or Dashlane, which allows secure sharing of credentials with trusted individuals
• Many of these tools also allow “emergency access” features, so you can assign access to a trusted person (such as your customer) who can request access if you become unavailable
• Ensure that your customer has the necessary access rights in the password manager.

Set Up Multi-Factor Authentication (MFA) with Redundancy

• Use an authenticator app, like Google Authenticator or Authy, rather than SMS-based MFA for added security
• Add your customer as a secondary user on any MFA-secured accounts where possible
• Alternatively, provide your customer with backup codes or establish an emergency contact who can help them access these accounts.

Create a Backup Email and Phone Recovery Plan

• For your key email account, create a secondary recovery option—like an alternate email or phone number associated with the customer’s trusted representative (with their consent)
• Document how to recover email accounts and provide backup access information to your customer.

Establish a Digital Succession Plan

• You could create a digital succession document that specifies what happens in case of an emergency
• Keep this document updated, and share it with your customer, a legal advisor, or another trusted individual
• Consider consulting a lawyer to set up a digital legacy plan, especially if your accounts are tied to high-value assets or business continuity.

Store Documents Securely with a Trusted Party

• Store all sensitive documentation in a secure location (like an encrypted USB drive or a safe)
• Provide access instructions to a trusted person or include them in your will, if applicable.

Communicate with Your Customer

• Discuss these contingency plans openly with your customer so they understand the access pathways
• Ensure they have the information needed to act on your behalf without compromising security while you’re managing the accounts.