Wellcome Library FAQ on digital wills

Q: What is the issue here?

A: We live in a digital world. We correspond by email, create and store digital images and create and keep important work and personal documents in digital form. Many of us now run websites, blogs or wiki. We may have this material at home, on a personal computer, at work on corporate networks or on public storage space.

Q: Why should I bother managing my personal digital materials?

Because their long term survival is far from assured. Digital files are fragile, ephemeral and prone to catastrophic loss, as anyone whose PC has died will testify. Only a process of active management will ensure the survival of your personal digital materials. This material is also important to you, your family and colleagues. Some digital materials fulfil practical, often professional or administrative, needs; others provide mementos of people, places and times which are more personal.

Q: So what is a digital will?

A: Actually it's not really a will in the traditional sense. It's more of a record of what digital material you may have created, where it resides and how family, friends or colleagues can identify and find that material. It also records your wishes about what you want to have happen to the digital material you have created. Please remember that a digital will doesn't and shouldn't replace more traditional wills.

Q: How does this affect me?

A: Think about the material you create digitally. Who among your colleagues, family or friends would know where to find this material, how to get access to it and what to do with it in the event of your death?

Q: Does this affect anyone else?

A: Possibly. You cannot give or grant rights in any material over which you don't have any rights. The professional material you create at work may remain the property of your employer. Talking to people who may be affected is one way identifying any issues.

Q: Is this just about having my papers archived by a library?

A: No. Others, including your family and friends, may have an interest in being able to view and use digital material that you created. Digital family photos are one example, your professional papers, research notes another.

Q: What should I do?

A: One idea might be to think about who may want or need access to your digital material and what you want done with that material. You might create a list of any websites you are responsible for, or have created yourself, list email accounts where relevant information may be stored, list any online storage or community sites that you have placed material on, e.g. flickr or Facebook. You might also list where you keep backups of your material.

Q: Is there a template I could use?

A: A simple list on a sheet of paper might be all that is required. Remember, don't store your digital will on a computer to which others don't have access.

Q: Should I include passwords?

A: If you want people to have access to your material then they will require any passwords and usernames/user IDs. Please remember to be very careful about where you store personal information, passwords and usernames/user IDs, and who has access to it. You are still responsible for the security of your own information such as passwords and user IDs.

Q: What happens when my passwords change, what should I do then?

A: As passwords change then your digital will should be updated. Your digital will should be updated as things change.

Q: Is there a more practical approach?

A: Documenting the whereabouts of your digital material and what your wishes are in regard to it is an excellent start. One of the things you could do with your digital personal or professional papers is think about their future value as research material. You could talk to a library or archive about transferring material as you no longer use.

Q: What about a simple approach?

Digital material is unique in that exact copies can be easily made an distributed. There is a principle in digital preservation called LOCKSS (Lots Of Copies Keep Stuff Safe) which states that the more copies there are of material the more likely it is that one may survive. A simple application of LOCKSS would be to make copies of non-sensitive material, such as family photos, and distribute those amongst family members. Remember though that this may not be appropriate for your professional activities or material you create for your employer.

Q: Where can I get further information?

A: The Library can't offer to help you write your formal will, for that you will need the appropriate legal advice. However, the Library has produced a series of Frequently Asked Questions (FAQs) about working with digital material. We will be happy to send you copies of these. Alternately you are welcome to contact Library staff.

Q: Is there someone in the Library I can talk to?

A: Yes. There are two contacts at the Wellcome Library who are available to answer your questions:
Natalie Walters, Archivist - n.walters@wellcome.ac.uk
Dave Thompson, Digital Curator - d.thompson@wellcome.ac.uk
Phone +44 (0)20 7611 8888

FAQ 9 March 2008