Website Succession Planning Software
   …keep your user names, passwords and online business access information organized, secure and offline. Just in case.




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Website owners who do everything

When you are vulnerable

Take control of the black box

Four things you must know

What do you have?

Protect your digital assets

Where are your digital assets?

How to access your digital assets

Be slow to delete - problems with accessing accounts

Trust one other person - take control over what happens

Who has access?

The secret power of information and being in control

    4. How INFORMATION Works For You… Control Requires Answering This Question: “Who Has Access?”

“No man is an island entire of itself; every man is a piece of the continent, a part of the main.”-- John Donne (1572-1631)

Although the meaning of Donne’s famous poem is about how human beings do not thrive when isolated from others, I often think of these opening lines when I think of projects which require more than one person.

When you realize you are connected to something larger than yourself, and how your online business could be touched by many hands, you begin to realize that THERE ARE MANY PEOPLE WHO HAVE ACCESS in one way or another to each aspect of your online business and you need to identify and clarify “Who Has Access,” just in case

Here’s a great question for you: Do you have a list of who has access to each aspect of your online business?

If you haven’t already guessed, it’s common to overlook this part of risk management. LOTS of business owners do this and don’t even know it.

Exercising best practices and risk management in knowing who has access to your internet properties, because without knowing who has access, you can’t remove their access.

If you have engaged the services of someone else to set up certain aspects of your internet business, you need to contact them. Regardless of how they might try to tap dance around supplying you with this information, you must insist on having it. It’s as simple as that. Vendors might feel a little “ouchy” which is normal, and resist your attempts and ask, “Why do you need this information?” until you explain you’re happy with their services… no changes are planned… and you’re attempting to account for all facets of your business assets. Become relentless. It’s your information, you pay for the service, you’re entitled to this information-- it’s yours.

Time races by and employees and vendors come and go. Be sure to review and update information about “Who Has Access” to your internet properties.

Imagine my own surprise, while auditing my domain names, to discover that my most valuable domain name still had as the Technical Contact, who had full access to this domain name, the company that registered the domain name for me… way back in 1995!

And KNOWING THIS IS ESPECIALLY USEFUL in the event something should happen to you…

Let me explain…

It makes sense from an operational perspective on a day-to-day basis to know who has access to your internet properties. But seriously, you know from experience that the more information you have, the more you know you are in control of the situation and your business. Again, what if something happens to you? Or you become incapacitated in some way?

Unfortunately, here’s where most most online business owners drop the ball about THINKING AHEAD.

Do you remember the analogy economists used describing what was going to be the "single largest transference of wealth in history" for "Baby Boomers," and that great illustration of a SNAKE swallowing a PIG? Well, that SNAKE swallowing the PIG is going to happen again with internet businesses… when people begin inheriting millions of websites, digital assets, intellectual properties and other internet properties.

There’s a right way to go about managing the information, and lots of wrong ways that will get you nowhere. It’s time to think about how easy it could be for someone to "show up tomorrow" for work and be able to keep the online business you created alive and functioning and producing the income you planned all along for your family.

It’s VITAL that you avoid common “information shortfalls” and leave those who follow you prepared with the information they need. And can trust because it’s what you compiled for them… who has access… who has knowledge of the product… and trusted resources they can rely on to call for help…

The Secret Power of Information and Being in Control

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If someone has to step into your shoes they’ll need this information:
  • You - the owner
    (Software also accommodates many owners)

  • Business information
    Include physical locations and required Tax Id numbers

  • Contacts
    Contact information for companies and individuals connected to your business.

  • Bank Accounts
    Banks you do business with, types of accounts with each bank, account information, how to access, and who has access to your bank accounts.

  • Email Accounts
    Email service providers and email accounts including user names and passwords. Emails connected to all your digital assets. Advise to be slow to delete email accounts.

  • Software Owned
    Software used to run your online business. Including versions, serial numbers, price, vendor and vendor contact information.

  • Computers and Other Devices
    Often overlooked are the passwords required to access your laptops and desktop computers. List the equipment you own, serial numbers and the access password required for entry and use.

  • Domain Names
    All domain names you own, registration costs and renewal / expiration dates. Have all domain names owned within one roster, regardless or registrar.

  • Domain Registrars
    Where a domain name is registered, the account information, user names and passwords, and how to access your account and who has access to this information. Ongoing costs associated with domain name, credit card used, email account associated with account.

  • Hosting
    Where your websites and blogs live. List direct hosting accounts and reseller hosting packages. Credit card used for payments and the email account associated with the hosting service. Access URL, user names, passwords and who has access.

  • FTP / HTTP
    How you access the back end of your websites and blogs to upload new content or change existing content. Includes server name, path, user names passwords and who has access to this information and authorized to do this work if not you.

  • Sub Domains and Blogs
    Each requires unique user names, passwords and access information.

  • Other Sites / Web 2.0
    For all the free service sites where you have content. Include all social media sites and other sites which require an email account associated with this service, user name and passwords in addition to how to access these sites, who is authorized to access these sites and also a note section for the purpose of each site. If you use an online password site, this is where to list it. If you use Facebook or Twitter, or any other service which allows multiple accounts within their program, this is where you list them.

  • Products
    The products you own and sell online. Include the type of product, cost and selling information, location of original work, date first appeared and product descriptions and notes.

  • Affiliate Program Income
    List the companies where you earn affiliate income. Including the account name, email account associated with their program, user name, passwords, estimated annual income, payment method and the bank account information which receives automatic deposits and who has access.

  • Joint Venture Partners
    Your Joint Venture Partners and contacts within each company.

  • Joint Venture Sales
    Joint Venture Partners who sell your products, how theyt’re paid for sales, and any service companies used for sales tracking and payment management services.

  • Service Companies Used
    Service companies used within your online business. Account information, access URLs, user names, passwords, emails associated with these services and the fees you pay to use these services.

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