Document Vault & Sharing Guide (US)
How to store, organize, and share financial documents without losing context.
Updated: 2026-01-15
Most families do not have a document problem. They have a context problem. The files exist, but nobody knows which version is current, where it lives, or who can access it safely. A document vault solves the chaos so decisions can happen fast.
Last reviewed: January 15, 2026.
Key takeaways
- The goal is clarity, not storage.
- Every file needs an owner, a source, and a last‑updated date.
- Sharing should be controlled, time‑bound, and logged.
What a vault actually does
A vault is a system, not a folder. It keeps documents organized by purpose, tracks key dates, and makes it easy to share the right set of files with the right person at the right time.
What belongs in the vault
- Estate documents (trusts, wills, POAs)
- Tax returns, K‑1s, and supporting schedules
- Entity documents (operating agreements, cap tables)
- Insurance policies and beneficiaries
- Real estate documents (deeds, property tax records)
- Investment statements and statements of account
The minimum standard for every file
- Source: where it came from (attorney, CPA, custodian)
- Owner: who is responsible for updates
- Date: when it was last updated
- Purpose: what decision it supports
Sharing without chaos
- Share by purpose, not by full vault dumps.
- Time‑box access for advisors and CPAs.
- Track who received what and when.
- Keep a clean packet ready for the next meeting.
Decision checklist
- Can you find the latest version in under two minutes?
- Do you know who owns each key document?
- Could a trusted family member locate the essentials in an emergency?
- Is it clear which documents support which decisions?
- Can you revoke access without asking for files back?
Questions to ask your advisor
- Which three documents are most likely to be out of date?
- What should we send ahead of our next meeting?
- What documents are missing that would change our plan?
Related tools
Next step
Use the Vault to organize your documents and create a shareable packet for your next CPA or attorney meeting.
Compliance note
This guide is for planning and coordination only. It does not provide legal or financial advice. Confirm decisions with a qualified professional.
