Unambiguous name
Identify the site or custody arrangement precisely; avoid entries such as 'storage' or 'upstairs'.
Location & Access Instructions
Location and access instructions are the operational bridge between a collection inventory and the physical or digital collection itself. They allow an authorised person to discover every important location, gain lawful entry, secure the property, preserve associated evidence and bring the collection under controlled estate management without publishing a map of valuables or a list of security secrets.
A strong inventory may prove that an object exists, but it can still fail an executor if the object is hidden in an unlabelled cabinet, stored with another person, separated from its packaging, locked behind an inaccessible device or covered by a storage contract no one knows about. Effective instructions therefore describe a complete custody network: objects, components, documents, locations, access dependencies, responsible people and urgent risks.
What the instructions must make possible
In the first hours of an estate or incapacity event, the person taking responsibility should be able to answer five questions quickly: where the collection is, how authorised entry is obtained, what must be protected first, what is held elsewhere and who can explain the arrangement. The instructions should be practical enough to use under pressure and controlled enough not to expose the collection during the collector's lifetime.
Question 1
Where is it?
Question 2
How is entry obtained?
Question 3
What is urgent?
Question 4
What is off-site?
Question 5
Who can explain it?
Inventory and location records do different jobs
An inventory identifies an object. A location record explains how that object can actually be found. Both are required, and both should use references that remain meaningful after the collector is no longer available to interpret them.
Inventory record
First-printing boxed game set, complete, catalogue reference BG-0017.
Location record
Main residence - upstairs collection room - north wall - cabinet C2 - middle shelf - archival box BG-01.
A scalable location hierarchy
Small collections may need only room and cabinet detail. Larger collections benefit from a stable hierarchy that mirrors physical labels and can be written as one code, such as R1-C03-$04-B12.
01
Site
Main residence, commercial store, bank vault or conservator
02
Area
Collection room, office, archive building or secure unit
03
Storage unit
Cabinet C03, safe $01, shelving bay B or portfolio drawer D4
04
Position
Shelf 04, tray 2, box B12 or individual display position
05
Item reference
Inventory record that links the object to photographs and evidence
Build a master location schedule
The estate file should contain a concise schedule of every place where collection property or supporting evidence may be found. It is a map to the detailed records, not a place to publish every combination and password.
| Ref | Location | General contents | Access route | Priority |
|---|---|---|---|---|
| L01 | Main collection room | Core collection and display items | Access note A01 | Immediate |
| L02 | Home safe | Rare items and certificates | Sealed access note A02 | Immediate |
| L03 | Commercial storage | Archive boxes and duplicates | Contract file $03 | Within 48 hours |
| L04 | Conservator | Three items under treatment | Custody record C07 | Contact promptly |
| L05 | Solicitor | Original will and legal papers | Professional contact P01 | As required |
Minimum information for each location
Identifying information
Record the provider, branch, unit, account reference, general address and contract holder where relevant.
Nature of holdings
Explain whether the location contains core items, duplicates, packaging, documents, sale stock or material under treatment.
Internal arrangement
Describe cabinet, shelf, drawer, box and inventory coding so the physical layout matches the records.
Access status
State whether entry depends on a key, keypad, alarm, biometric system, provider, appointment or another person's consent.
Urgency
Flag storage fees, sale deadlines, vacancy, climate sensitivity, security exposure, temporary custody or other time-critical risks.
Map the whole custody network
Collectors often think of the collection as the objects displayed in one room. Estate instructions must reach beyond the obvious and account for every place in which value, ownership evidence or essential components may be separated from the main collection.
Within the home
- lofts, cellars, garages, sheds and spare rooms
- drawers, wardrobes, under-bed storage and filing cabinets
- books, frames, map chests and portfolios containing documents
- separately stored packaging, inserts, accessories and certificates
- hidden or disguised storage known only to the collector
External custody
- bank safe-deposit boxes and commercial storage units
- dealers, auction houses, framers, restorers and conservators
- friends, relatives, clubs, workplaces and exhibition venues
- objects on loan, consignment, appraisal, repair or research
- purchases awaiting collection and sold items awaiting delivery
Movement and transit
- cars, vans, trailers and mobile display equipment
- postal depots, courier networks and customs control
- items being returned, disputed or held pending charges
- temporary packing locations used before fairs or exhibitions
- goods with transporters or specialist logistics providers
Digital locations
- computers, phones, tablets, external drives and network storage
- cloud storage, photo services and collection-management systems
- email, auction, marketplace and payment accounts
- encrypted archives, password managers and backup-code stores
- research databases, high-resolution images and digital provenance
Use layered and role-based access
The safest estate file does not give every person every detail. It separates discoverability from operational secrets and gives each participant only the information required for their role.
Layer 1
Estate overview
A shareable route map: the collection exists, its broad locations, urgent contacts, immediate warnings and where the detailed estate file is held.
Layer 2
Detailed location file
A restricted working record of sites, rooms, cabinets, custodians, contracts, inventory references, insurance information and preservation dependencies.
Layer 3
Secure access memorandum
The highly restricted release route for combinations, alarm procedures, recovery codes, key locations, device access and security administration details.
Who needs what?
Notification
Know that the collection exists
A trusted person needs enough information to alert the executor, locate the estate overview and contact the solicitor or collection adviser.
Administrative
Identify and protect the estate
Executors or attorneys need site records, contracts, insurer details, provider procedures, ownership evidence and the authority pathway.
Physical
Enter controlled spaces
Authorised people may need keys, access devices, appointment procedures, landlord cooperation or proof of legal authority before entry.
Digital
Find records without exposing passwords
The route should identify systems, accounts, backups and lawful recovery arrangements without turning the general estate file into a credential list.
Specialist
Escalate restricted or complex access
Some information belongs only with a solicitor, conservator, insurer, regulated specialist, safe engineer or digital-assets professional.
Keys, safes, alarms and access devices
Access instructions should identify the existence and controlled location of keys, combinations and recovery devices without turning a general household document into a complete guide to defeating the collection's security.
Keys
- Maintain a coded register for properties, rooms, cabinets, storage, vehicles and padlocks.
- Use neutral codes such as K17 rather than labels that advertise value.
- Record duplicate holders and whether a key has been tested.
Safe combinations
- Use a sealed professional deposit, secure password-manager route or separate access memorandum.
- Do not store the combination on the safe, beside the key, in routine email or in the will.
- Document the lawful backup route if the normal method fails.
Alarm systems
- Record provider, account reference, monitoring status and authorised contacts.
- Explain what must happen before entering and how accidental callouts are avoided.
- Keep code procedures restricted and current.
Electronic and biometric access
- Document backup keys, administrator recovery, charging needs and provider assistance.
- Do not rely on a phone contract or one mobile device remaining available.
- Any biometric-only lock should have a lawful, documented alternative.
The first authorised entry
A short first-entry instruction helps prevent irreversible mistakes during a confused period. It should favour authority, documentation and stabilisation over movement, tidying or rapid sale.
Before entry
Confirm authority and coordinate
Identify who is legally or properly delegated to act. Contact the co-executor, solicitor or named adviser before dealers, buyers, contractors or well-meaning acquaintances are admitted.
First authorised visit
Document before disturbing
Attend with another responsible person where practical. Photograph rooms, doors, cabinets and visible conditions before moving, opening, cleaning or reorganising anything.
First 24 hours
Stabilise security and preservation
Secure doors, windows, keys, vehicles and outbuildings; confirm alarm and environmental systems; identify leaks, pests, power failures or other immediate threats.
Within 24-72 hours
Check off-site and contractual risks
Contact storage providers, insurers, custodians, conservators and auction houses where fees, sales, deadlines, vacancy conditions or temporary custody could place items at risk.
After initial control
Begin a controlled access record
Log every person entering, every key or credential issued and every object moved. Delay disposal, valuation appointments and transport until the estate can act deliberately.
First-entry checklist
- Confirm legal or delegated authority before taking control.
- Contact the named co-executor, solicitor or trusted collection adviser.
- Do not admit dealers, buyers or house-clearance contractors.
- Attend with two responsible people where practical.
- Photograph the exterior, access points, rooms and cabinets before movement.
- Check alarms, locks, heating and essential environmental controls.
- Collect loose keys, cards, remote controls and access devices.
- Secure open doors, windows, cabinets, vehicles and outbuildings.
- Identify leaks, pests, mould, fire risks, unsafe electrics or other hazards.
- Do not clean, repair, reorganise, sell or discard collection material.
- Locate the estate overview, detailed location file and inventory.
- Record visible signs of damage, disturbance or missing property.
- Restrict further entry and begin an access log.
Control access and movement
Once the estate takes control, significant collection locations should operate with an access log. The log protects the estate, the family, advisers and anyone handling property by creating a basic chain of custody.
Record each entry and removal
- date, time and collection location
- name of each person entering and their authority or purpose
- areas, cabinets or items examined
- photographs or condition records created
- keys, cards or credentials issued and returned
- items removed, destination and reason for movement
- packing, transport and new custodian details
- time of departure and confirmation or signature
Keep objects connected to their evidence
Value and identity may depend on material stored somewhere else: original boxes, dust jackets, inserts, manuals, maps, certificates, receipts, grading papers, restoration reports, detachable parts, keys or digital registration records. The location file should cross-reference these materials even where they are intentionally separated for preservation or security.
Example cross-reference
Object stored in cabinet C4. Original carton stored in loft archive box P11. Purchase invoice and provenance images stored under digital record D-438.
Preservation, emergency and restricted access
Some locations cannot simply be locked and ignored. The instructions should identify systems that must continue, controls that must not be switched off and areas that should not be entered or handled without specialist support.
Environmental continuity
Record temperature, humidity, ventilation, dehumidifiers, frost protection, light exclusion, pest monitoring, batteries, leak sensors and service contacts in plain language.
Fire, water and disaster
Identify safe shut-offs, alarm panels, flood-prone areas, emergency contractors, insurer contacts and the rule that life safety always comes before property recovery.
Restricted or hazardous holdings
Flag the affected area, do-not-handle instruction, licence or record location, isolation measure and authorised specialist for regulated, contaminated or hazardous material.
Shared homes and mixed ownership
Where a collection is kept in a shared home or business setting, the file should distinguish the collector's exclusive spaces and property from jointly used rooms, spouse or partner property, family possessions, employer assets, business stock, borrowed objects, fixtures and property held through a company or trust. The executor's access instructions must not suggest authority over assets that belong to someone else.
Collector scenario
The hidden secondary archive
The displayed collection is well inventoried, but original cartons are in rented storage, certificates are in a deposit box, duplicates are held by another collector, rare pieces are with a conservator and transaction evidence sits in an inaccessible email account.
- The objects appear incomplete or less valuable.
- Off-site property is omitted from estate administration.
- Custodians may not know whom to contact or return items to.
- The inventory is accurate but the custody network is invisible.
Lesson: Location instructions must cover objects, components, documents, digital evidence, off-site custody and items in transit - not merely the main display room.
Collector scenario
The overexposed master file
One unencrypted document combines addresses, safe locations, combinations, alarm codes, storage references, passwords and collection values, then circulates by email among relatives.
- The file becomes a security vulnerability throughout the collector's life.
- Every copy is difficult to revoke or update.
- People receive information far beyond what their role requires.
- An old attachment may remain usable after security arrangements change.
Lesson: Usability and security must be designed together through layered documents, controlled release and role-based access.
Collector scenario
The house-clearance mistake
Boxes of packaging, catalogues, paper inserts and incomplete-looking material are treated as household clutter before a specialist reviews them.
- Original packaging and missing components are separated from objects.
- Provenance correspondence and certificates are discarded.
- Variant-identification evidence disappears.
- Value and confidence fall even where the main objects survive.
Lesson: The estate file should prominently prohibit disposal, cleaning, sale or separation until an initial collection review is complete.
Myth versus reality
Myth
The inventory already tells the executor where everything is.
Reality
Many inventories identify and describe objects but do not provide enough site, room, cabinet, container or custody detail to find them.
Myth
The executor can simply use the collector's passwords.
Reality
Access may depend on provider procedures, authentication controls, privacy, contractual terms and legal authority. A lawful recovery route is safer.
Myth
A safe key solves the access problem.
Reality
A combination, alarm procedure, joint holder, provider appointment or evidence of authority may also be required, and a backup route may be essential.
Myth
The collection should be moved immediately.
Reality
Unplanned movement can cause damage, theft, loss of provenance and insurance complications. Secure and document first unless there is an immediate threat.
Myth
Family members will recognise what matters.
Reality
Packaging, loose inserts, duplicates, provenance files and incomplete objects can be difficult for non-specialists to distinguish from low-value clutter.
Myth
All location information should remain secret from everyone.
Reality
Excessive secrecy can make the collection undiscoverable. The answer is controlled disclosure, not complete concealment.
Specialist thresholds
Escalation is warranted when access, ownership, security, preservation or legal authority cannot be resolved safely through the ordinary instructions. Relevant professionals may include a probate solicitor, professional executor, accredited valuer, auction specialist, conservator, insurance broker, safe engineer, regulated specialist, digital-forensics adviser or specialist logistics provider.
Arrange professional help where:
- the collection is exceptionally valuable or spread across many locations
- ownership is disputed, shared, international or held through a company, partnership or trust
- a safe, vault, storage site or account cannot be accessed through the normal lawful route
- there is evidence of theft, tampering, unauthorised entry or unexplained movement
- insurance cover, vacancy conditions or transport permissions are uncertain
- environmental deterioration, water, mould, fire or pest damage is occurring
- regulated, hazardous, culturally sensitive or legally restricted material is present
- digital assets, cryptocurrency, tokenised objects or inaccessible accounts are involved
- capacity issues affect who may release or use the information
- the access instructions conflict with the will, title records or other legal documents
Recommended action hierarchy
Essential
- List every physical and digital collection location.
- State where the estate overview and detailed file are held.
- Provide a lawful route to keys and restricted access instructions.
- Name the executor, solicitor and trusted collection adviser.
- Flag off-site, hazardous, regulated and climate-sensitive holdings.
- Include a prominent do-not-dispose, clean, sell or separate warning.
- Keep the will location and professional contacts current.
Strongly recommended
- Use coded site, room, cabinet, shelf and container references.
- Separate location maps from combinations, passwords and recovery codes.
- Maintain off-site custody and items-in-transit schedules.
- Create a first-entry procedure and an access/movement log.
- Document digital backups and non-device-dependent recovery routes.
- Cross-reference packaging, certificates and detached components.
- Test the release pathway at least annually.
Advanced
- Maintain discreet floor plans or storage maps.
- Use controlled or tamper-evident credential storage.
- Configure password-manager emergency access and recovery keys.
- Prepare environmental, disaster and salvage instructions.
- Pre-identify valuers, conservators, safe engineers and logistics providers.
- Integrate the access plan with incapacity and attorney arrangements.
- Apply formal role-based release for executors, attorneys and specialists.
What each access record should contain
The record should be detailed enough to work but proportionate to the collection. Fields exist to remove ambiguity, not to create bureaucracy for its own sake.
- location and access record identifiers
- site, internal area and exact access point
- general contents and linked inventory ranges
- access type, device reference and backup route
- authorised holders and provider contact
- proof of authority or appointment requirements
- alarm, opening-hour and entry restrictions
- death, incapacity and emergency procedures
- known obstacles, hazards and preservation dependencies
- confidentiality classification
- date last tested, reviewed and confirmed
Test and maintain the release pathway
An untested access plan may fail at the exact moment it is needed. A controlled test should verify that a trusted person can find the overview, identify all sites, match keys to the register, open the digital inventory, recover essential accounts without the collector's phone and understand urgent preservation instructions. Testing the route does not require revealing every secret.
Routine review
Review at least annually. Add a date, version number and named confirmer, and securely destroy or archive obsolete copies so an executor does not follow superseded instructions.
Event-driven review
- moving home or reorganising the collection
- opening, closing or changing a storage facility
- changing locks, alarms, safes, access cards or key holders
- replacing a phone, computer, password manager or authentication method
- appointing new executors, attorneys, advisers or emergency contacts
- making a major acquisition, disposal, loan, consignment or transfer
- changing insurer, solicitor or legal ownership structure
- the death, incapacity or unavailability of anyone in the access chain
- a change in household, relationship or shared-premises arrangements
Final documentation checklist
Discovery
- Every permanent, temporary and off-site collection location is listed.
- Items in transit, packaging, documents and associated components are covered.
- The complete physical and digital custody network can be reconstructed.
Entry
- An authorised person can gain access without relying on the collector's memory.
- A backup route exists if the primary key, phone, device or contact fails.
- Alarm, provider and appointment procedures are understandable.
Security
- Sensitive credentials are separated from the general location schedule.
- Information is limited according to role and need.
- First-entry controls and an access log are ready to use.
Preservation
- Essential environmental systems and controls are identified.
- Fragile, hazardous and regulated holdings are clearly flagged.
- Emergency contacts and no-disposal instructions are current.
Digital continuity
- The inventory and backups can be found and opened.
- Accounts can be discovered without publishing passwords.
- Recovery does not depend on one phone, device or authentication method.
Legal and administrative continuity
- The original will, attorneys, executors and advisers can be identified.
- Ownership distinctions, contracts, insurance and valuation evidence are locatable.
- The estate file guides the legal process without trying to replace it.
Maintenance
- The instructions carry a date, version and named confirmer.
- Access has been tested and obsolete routes removed.
- A regular review cycle and event-driven review triggers are defined.
Continue learning
Collection Overview Summary
Define the collection's scope, character and significance before mapping where its objects and records are held.
Back to Preparing an Estate File
Return to the estate-file chapter index and the full sequence of preparation topics.
Inventory & Record Links
Connect the access map to the inventory, photographs, evidence, ownership records and supporting documents.
Related topics
Immediate Protection Steps
Plan the actions that protect the collection during the first hours and days after death or incapacity.
Digital Records & Password Dependencies
Design resilient access to digital inventories, images, accounts, backups and recovery routes.
Trusted Contacts & Advisers
Identify the people who can explain, secure, value, preserve and administer the collection.
Priority Items & Sensitive Material
Flag objects and records that require restricted handling, urgent protection or specialist intervention.