Why
Digital clutter accumulates everywhere - cloud storage fills with old backups, local folders overflow with outdated files, and years of communication histories consume storage and create privacy risks. Regular cleanup helps manage storage costs, improves device performance, protects privacy by removing old sensitive conversations, and makes it easier to find what you actually need.
Action
Cloud Storage:
- Log into each of your cloud storage services (e.g., Google Drive, iCloud, Dropbox, OneDrive)
- Check your current storage usage against your plan’s limit
- Delete old backups, redundant copies, and temporary files
- Review and adjust sharing settings on folders and files
- Empty the cloud service’s trash or recycle bin
Local Files:
- Clean up Desktop folder - move or delete temporary files and organize remaining items
- Review Documents folder - archive or delete old project files and outdated documents
- Clear Downloads folder - delete old installers, PDFs, and other downloaded files
- Empty computer’s Recycle Bin/Trash after cleanup
Communication Histories:
- Email: Archive emails older than 2 years, delete spam/promotional emails, empty trash folder
- Text Messages/SMS: Delete old conversation threads, especially those with sensitive information
- Social Media: Review and delete old direct messages and chat histories on platforms like Facebook, Instagram, WhatsApp
- Messaging Apps: Clean up old conversations in Slack, Discord, Teams, or other messaging platforms
- Consider exporting important conversations before deletion if needed for records
Remember
Before deleting anything, ensure you have backups of important data. Old communications may contain login credentials, important receipts, or sentimental value - export these before deletion. This annual cleanup significantly reduces your digital footprint and the amount of personal data that could be exposed in a breach.
Why
Privacy settings on operating systems, applications, and online platforms change frequently, and default settings often do not prioritize user privacy. A comprehensive annual review ensures you maintain control over your personal information, limit data collection, and aren’t unknowingly sharing more data than intended across all your digital touchpoints.
Action
Major Online Accounts (Google, Apple, Microsoft, etc.):
- Access the main privacy dashboard for each account.
- Review activity controls (e.g., web & app activity, location history, voice recordings) and adjust or delete data as preferred.
- Check data sharing settings with third-party apps and services; revoke unnecessary access.
- Review ad personalization settings and opt-out where possible.
Social Media Platforms:
- For each platform (Facebook, Instagram, X/Twitter, LinkedIn, TikTok, etc.):
- Review who can see your profile information, posts, photos, and friends/follower lists. Adjust to be more restrictive if needed.
- Check settings for tagging, facial recognition, and location sharing. Disable if not desired.
- Review connected apps and third-party logins, revoking unneeded access.
- Examine ad preferences and data sharing settings with advertisers.
Operating Systems (Computers & Mobile Devices):
- Computers (Windows, macOS): Review system-level privacy settings related to location services, advertising ID, diagnostic data, and app permissions.
- Mobile Devices (iOS, Android): Audit privacy settings for location tracking, microphone/camera access, advertising identifiers, app tracking, and diagnostic data. Review permissions for individual apps.
Web Browsers:
- Review privacy and security settings (e.g., cookie handling, tracking protection, “Do Not Track” requests).
- Clear browsing history, cookies, and cache if not done regularly.
- Review permissions granted to websites (e.g., location, notifications, camera/microphone).
Smart Home Devices & IoT:
- Check privacy settings within the apps that control your smart home devices (e.g., smart speakers, cameras, thermostats).
- Review data collection policies, voice recording storage, and sharing options.
Other Key Applications & Services:
- Review privacy settings for streaming services, gaming platforms, work-related platforms, and any other services where you have accounts and share data.
Children’s Accounts (if applicable):
- Thoroughly review and adjust privacy and safety settings on any accounts or devices used by children.
Remember
Balance privacy with functionality; some features may require certain data sharing. Document your preferred settings or take screenshots after review, as this can help identify unwanted changes by platforms later and serves as a record of your choices.
Why
Your digital footprint grows continuously as new information about you appears online. An annual deep search helps you understand what’s publicly visible, track the effectiveness of your privacy efforts, and identify data exposed by third parties like data brokers. Proactive removal helps reduce your exposure to doxxing, identity theft, and unwanted solicitations.
Action
- Search Yourself:
- Perform searches for your full name, common misspellings, and known aliases on major search engines (Google, Bing, DuckDuckGo).
- Search for your email addresses and phone numbers (use quotation marks for exact matches, e.g., “your.email@example.com”).
- Search for your physical address to see what’s publicly associated with it.
- Use reverse image search (e.g., TinEye, Google Images) for your profile pictures or other key photos.
- Check People Search Sites & Data Brokers:
- Systematically check major people search sites (e.g., Whitepages, Spokeo, BeenVerified, ZabaSearch) and data broker sites (e.g., Intelius, MyLife, Acxiom, Oracle Data Cloud).
- For each site where your information is found, follow their official opt-out procedure. This often involves finding a specific opt-out page, filling a form, or sending an email.
- Review Public Records:
- If relevant to your concerns, search publicly accessible online court records or local government databases for your information.
- Social Media & Online Profiles:
- Review your own public-facing social media profiles to ensure they don’t overshare.
- Check if you appear in others’ public social media posts or photos in a way that concerns you (request removal if appropriate).
- Professional Databases:
- Search professional databases relevant to your field if they might contain publicly accessible personal information.
- Audit & Close Unused Accounts:
- List all online accounts you can remember (email, social media, shopping, forums, apps, etc.).
- Search your email archives for “welcome,” “verify your account,” or “password reset” messages to help identify forgotten accounts.
- Review your password manager for saved logins to old or unused services.
- For unnecessary accounts:
- Log in and look for an account deletion or closure option (sites like JustDeleteMe.xyz can provide direct links).
- Follow the platform’s instructions to permanently delete your account and associated data.
- If full deletion isn’t possible, remove as much personal information as you can and consider changing to a disposable email.
- Document & Track:
- Document all findings and the sites where your data appears.
- Keep records of all opt-out requests submitted, including dates and confirmation numbers/emails.
- Document the accounts you’ve closed or anonymized for your records.
Remember
Data removal from broker sites can be an ongoing battle, as data may reappear. Consider using a reputable data removal service (e.g., DeleteMe, Kanary) to automate and manage opt-outs if you find extensive information or lack the time for manual requests. Be persistent and regularly check if your opt-outs have been honored.
Why
Annual records from financial institutions, government agencies, and employers provide important snapshots of your financial and legal status. They are essential for tax preparation, loan applications, insurance claims, and resolving disputes. Regular collection and secure archiving ensure you have this documentation when needed and can help spot long-term trends or issues.
Action
- Financial Records:
- Download annual bank account statements (checking, savings).
- Obtain year-end investment account summaries and tax statements (e.g., 1099s).
- Collect annual credit card summaries if provided.
- Government & Legal Records:
- Download your Social Security earnings statement from SSA.gov.
- If applicable, pull your DMV driving record to check for errors or outstanding issues.
- Collect property tax assessments.
- Insurance Records:
- Request or download current insurance policy declarations pages (home, auto, life, health, disability, etc.).
- Employment Records:
- Save annual benefits summaries from your employer.
- Keep copies of W-2s or other tax-related employment forms.
- Utilities (Optional but Recommended):
- Save utility company annual summaries if they offer insights into usage or for potential deductions.
- Archive Securely:
- Archive all collected digital documents in a consistent, organized folder structure (e.g., Year > Institution > Document Type).
- Ensure these digital archives are encrypted and backed up according to your 3-2-1 backup strategy.
- For critical paper documents, scan them and securely store the physical copies (e.g., in a fireproof safe).
- Secure Document Disposal:
- Gather old documents that are no longer needed (especially those beyond retention requirements).
- Sort into ‘shred’ and ‘recycle’ piles.
- Scan any documents you might need for reference before disposal.
- Use a cross-cut shredder for documents containing personal information.
- Consider burning highly sensitive documents.
- Recycle non-sensitive papers.
- Empty shredder contents into multiple trash bags to prevent reconstruction.
Remember
A consistent digital and physical filing system makes finding specific records much easier when you need them, potentially years later. Ensure backups of these important records are stored securely, including an off-site copy. When disposing of old documents, even seemingly harmless papers can contain valuable information for identity thieves - when in doubt, shred it.
Why
Insurance needs change with life events (marriage, new child, home purchase), asset values, and evolving coverage options. An annual review ensures your policies provide adequate coverage for your current situation, your beneficiaries are up-to-date, and you’re getting competitive rates. Organized documentation is also crucial for speeding up claims processing during stressful times.
Action
- Gather Policies: Collect all current insurance policy documents (e.g., homeowners/renters, auto, life, health, disability, umbrella).
- Review Coverage:
- Assess if coverage amounts are still appropriate for your current assets, liabilities, and needs.
- Check for any gaps in coverage or areas where you might be over/under-insured.
- Update Beneficiaries: Verify and update beneficiaries on life insurance and any other policies with beneficiary designations (e.g., some retirement accounts).
- Home Inventory: For homeowners or renters insurance, review or update your home inventory list, including photos or videos of valuable items.
- Compare Rates: Consider getting quotes from other providers to ensure you have competitive rates for comparable coverage.
- Verify Personal Information: Ensure all personal details (names, addresses, covered individuals/items) are correct on all policies.
- Employer-Provided Insurance: Review your selections for employer-provided insurance (health, life, disability) during open enrollment or if a qualifying life event occurs.
- Document & Store:
- Create a summary document with key policy information: policy numbers, insurer contact details, coverage effective dates, and main coverage amounts.
- Store digital copies of all policies and your summary document securely (encrypted and backed up).
- Keep physical copies of critical policy documents in a fireproof safe or other secure location.
- Inform Trusted Individuals: Ensure a spouse or trusted family member knows where to find this information in an emergency.
- Renewal Dates: Set calendar reminders for policy renewal dates to prompt review before auto-renewal.
Remember
Insurance is a critical part of your financial safety net. Review policies not just annually, but also after any major life changes. Keeping both digital and physical copies of your documentation is advisable.
Why
Your credit report affects loan rates, insurance premiums, employment, and housing opportunities. Annual reviews help you catch errors, fraud, and identity theft early. Federal law entitles you to one free report from each bureau annually - use this right to protect yourself.
Action
- Visit AnnualCreditReport.com (the only official site).
- Request reports from all three bureaus: Equifax, Experian, TransUnion.
- Review each report carefully for accuracy.
- Check all accounts listed belong to you.
- Verify personal information is correct.
- Look for hard inquiries you didn’t authorize.
- Check for accounts you’ve closed that show as open.
- Dispute any errors with the relevant bureau.
- Save copies of all reports securely.
- Set reminder for next year’s review.
Remember
Space out your requests throughout the year (one bureau every 4 months) for continuous monitoring, or get all three at once for a comprehensive annual review.
Why
Your Social Security earnings record is crucial as it determines your future retirement benefits. Errors in your record can lead to significantly lower benefits. Additionally, identity thieves might fraudulently use your Social Security Number for employment, which could also affect your record. Annual checks help ensure accuracy and allow for early detection of fraud, protecting your future financial well-being.
Action
- Visit the official Social Security Administration website (SSA.gov).
- Log into your “my Social Security” account. If you don’t have one, create it.
- Access and carefully review your Social Security statement.
- Verify Earnings Record: Check that your reported earnings for each year match your own records (e.g., from W-2s or tax returns).
- Look for Discrepancies: Identify any years with incorrect earnings or earnings reported that you did not make (this could be an indicator of identity theft).
- Review Estimated Benefits: Check your estimated retirement, disability, and survivor benefits.
- Verify Personal Information: Ensure your name, date of birth, and other personal details are correct.
- Update your contact information with the SSA if it has changed.
- If you find any discrepancies or suspicious activity, report it to the SSA immediately following their specified procedures.
- Download or print a copy of your statement for your records and store it securely.
Remember
Everyone with a Social Security number should create an online account at SSA.gov, regardless of age. This prevents identity thieves from creating an account in your name and potentially misusing your information or locking you out.
Why
Your physical wallet contains identity and financial documents that can devastate you if stolen. Minimizing what you carry and documenting what’s there helps prevent identity theft and speeds recovery. Annual review ensures you’re not carrying outdated cards or unnecessary sensitive information.
Action
- Empty your wallet completely and photograph contents.
- Remove: Social Security card, passwords, excess credit cards.
- Keep only: driver’s license, insurance cards, 1-2 payment cards.
- Photograph front and back of all remaining cards.
- Store photos in password manager or encrypted storage.
- Add “See ID” to credit card signature panels.
- Consider RFID-blocking wallet for contactless cards.
- Create wallet inventory list with card numbers and phone numbers.
- Store list separately from wallet (not in it).
- Shred old cards and documents you removed.
Remember
Never carry your Social Security card. If you need it for a specific appointment, bring it and return it to secure storage immediately. Most cards can be replaced, but identity theft prevention is worth the minor inconvenience.
Why
Beneficiary designations on financial accounts (like bank accounts, retirement funds) and life insurance policies determine how those assets are distributed upon your death. This often overrides instructions in a will. Outdated or incorrect beneficiary information can lead to assets not going to your intended recipients, causing significant financial distress or legal complications for your loved ones.
Action
- Make a list of all your financial accounts that allow beneficiary designations. This typically includes:
- Bank accounts (checking, savings – may offer Payable on Death (POD) options)
- Retirement accounts (401(k), IRA, etc.)
- Life insurance policies
- Investment accounts (brokerage, mutual funds – may offer Transfer on Death (TOD) options)
- Annuities
- For each account:
- Contact the financial institution or log into your online portal to review the current beneficiary designations.
- Verify that the listed primary and contingent beneficiaries are still correct and reflect your current wishes.
- Ensure you have the full legal names, correct relationship details, and ideally, contact information for each beneficiary.
- Update any outdated information or change beneficiaries as needed due to life events (marriage, divorce, birth, death).
- Consider consulting with a financial advisor or estate planning attorney for guidance, especially if your situation is complex (e.g., blended families, special needs beneficiaries).
- Securely save or print confirmation of any updated beneficiary designations for your records.
Remember
This is a critical part of estate planning. Life events can quickly make old designations obsolete. Keeping this information current ensures your assets are distributed according to your wishes with minimal hassle for your heirs.
Why
Regularly reviewing and updating your digital emergency and identity theft response plans is crucial for maintaining your online security and privacy. These plans serve as your roadmap for quick action in case of a digital crisis or identity theft, potentially minimizing damage and stress during critical situations.
Action
- Locate your existing digital emergency plan (which should detail how trusted individuals can manage your digital life if you’re incapacitated or deceased, and your identity theft response plan). If you don’t have one, prioritize creating it (refer to “Create Digital Emergency Plan” in Getting Started).
- Review contact information for relevant parties listed in your plan (e.g., banks, credit bureaus, insurance, legal contacts, personal emergency contacts/digital executor).
- Update the inventory of your important digital assets and accounts:
- List all digital assets including domain names, cryptocurrency holdings, valuable software licenses, online business assets, or sentimental digital creations.
- For each asset, verify: where it’s held, access credentials (or secure references to them), approximate value if applicable, and specific instructions for its disposition.
- Add any new significant assets acquired over the past year.
- Remove or update information for assets you no longer own or that have changed.
- Revise steps for immediate action in case of various scenarios like a major account breach, device loss, or identity theft.
- Include any new significant digital accounts or services acquired since the last update.
- Review your digital executor and instructions:
- Confirm that the person designated as your digital executor is still appropriate and willing to serve.
- Review your instructions for how each digital asset should be handled (e.g., transferred to a beneficiary, sold, closed down, memorialized).
- Ensure they know where to find the plan and how to access it (without revealing master passwords directly in the plan if possible; use hints or refer to password manager emergency access).
- Consider if any passwords or security questions mentioned (even as hints) in the plan need updating in the actual accounts.
- Legal considerations: Briefly review if any changes in your life (marriage, divorce, etc.) or in local laws might impact your digital estate planning. Consult a legal professional if you have significant concerns or complex assets.
Remember
Store your updated plans in a very secure, yet accessible-in-emergency, location (e.g., encrypted file with shared access instructions, physical copy in a safe). This plan is distinct from, but related to, your account-specific recovery settings and digital legacy contacts. Clearly documenting your digital assets and your wishes for them can save your loved ones considerable stress and confusion.
Why
Over time, your digital habits, the tools you use, and your available time can change. A yearly review of your digital chores schedule ensures that your reminders are still effective, the frequency of tasks is appropriate, and the overall system helps you consistently maintain your digital security and privacy without being overly burdensome.
Action
- Review your current schedule for weekly, monthly, quarterly, and yearly digital chores.
- Consider if the timing and frequency of each task still make sense for your current lifestyle and digital usage.
- Check that your calendar reminders or task management system for these chores are still active and correctly configured.
- Adjust reminder times or dates if needed (e.g., if you consistently miss a certain chore, perhaps a different day or time would work better).
- Add any new chores from this guide that you haven’t yet scheduled.
- Remove or adjust any chores that have become obsolete or less relevant to you.
- Ensure you have links to this cheatsheet or specific chore instructions in your reminders for easy reference.
Remember
The goal is to make digital maintenance a sustainable habit. A schedule that is too rigid or no longer fits your routine is likely to be ignored. Be flexible and adapt the schedule to work for you.
Why
Account recovery options (like secondary email addresses, phone numbers, and security questions) are your lifeline if you get locked out of an account or it’s compromised. Similarly, some services allow designating specific contacts for emergency access. If this information is outdated, you might permanently lose access to important accounts. A yearly review ensures these crucial details are current.
Action
- List all your critical online accounts (email, banking, cloud storage, password manager, social media, etc.).
- For each account, log in and navigate to the security or profile settings.
- Account Recovery Information:
- Verify that recovery email addresses are current, accessible to you, and themselves secure.
- Check that recovery phone numbers are up-to-date and can receive verification codes.
- Review security questions and answers. Ensure answers are memorable to you but not easily guessable by others (consider using unique, non-obvious answers stored in your password manager).
- Check for and save any new backup codes if you’ve used previous ones or if the service recommends regenerating them.
- Account-Specific Emergency Contacts/Trusted Contacts:
- If the service allows designating trusted contacts for account recovery or emergency access (distinct from your personal digital executor), verify these contacts are still appropriate and their details are correct.
- Digital Legacy Contacts:
- Review digital legacy contact settings for major online accounts that offer this feature (e.g., Apple ID, Google Account, Facebook).
- Verify that the designated legacy contact(s) are still appropriate and willing to act in this capacity.
- Ensure their contact information is up to date within the service.
- Password Manager Emergency Access:
- Check the emergency access settings in your password manager.
- Confirm the designated emergency contact(s) are correct and still trusted.
- Review the waiting period or conditions for access to ensure they align with your wishes.
- Briefly re-familiarize yourself with how your emergency contacts would initiate access.
- Remove any old or unrecognized devices from lists of trusted devices.
Remember
This task focuses on the recovery mechanisms within each specific account. It’s different from updating your overall personal emergency contact list (a Getting Started task) or your broader digital emergency plan (another yearly task). Ensure all recovery methods point to accounts and devices you actively control and secure.
Why
The digital security landscape is constantly changing, with new threats, scams, and vulnerabilities emerging regularly. Staying informed helps you adapt your defenses, recognize new risks, and make better decisions to protect your digital life.
Action
- Identify Reputable Sources:
- Government cybersecurity sites (e.g., US-CERT, FTC Consumer Information).
- Well-known cybersecurity news sites (e.g., Krebs on Security, Schneier on Security, Ars Technica, Wired).
- Cybersecurity organizations (e.g., Electronic Frontier Foundation (EFF), SANS Institute).
- Review Key Topics from the Past Year:
- Major data breaches and their implications.
- New types of phishing scams or social engineering tactics.
- Emerging malware trends.
- Significant vulnerabilities discovered in common software or hardware.
- Updates to privacy laws or platform policies.
- Advancements in security technologies (e.g., new 2FA methods, AI in security).
- Update Your Knowledge & Practices:
- Based on your review, consider if any of your current security practices need updating.
- Share particularly relevant information with family members or colleagues.
- Subscribe to a reputable cybersecurity newsletter or follow a few key experts on social media for ongoing, less intensive updates throughout the year.
Remember
Continuous learning is key in cybersecurity. While this is a yearly focused review, try to stay generally aware of significant security news as it happens. Don’t feel you need to become an expert, but a basic understanding of current threats is very beneficial.