This is the fourth post in the “Actually Doing It” series. As I continue working through the vault myself, I’m discovering small ways to reduce friction without reducing clarity.
This article is part of a larger framework explaining the stages of getting your affairs in order. If you’re new to the topic, start with The Stages of Getting Your Affairs in Order.
Recognizing an Opportunity During Vault Setup
When I started working on Chapter 12 – Contact Information, I paused. All of my contacts already live on my phone and in Google Contacts. Re-entering that information into a Word form would have been time-consuming and unnecessary.
The goal isn’t to duplicate information. The goal is to ensure the right information is available to a Helper when needed.
Using What Already Exists
Instead of copying and pasting contacts into a form, I decided to export a filtered list directly from Google Contacts and store that export in the vault.
First, I identified which contacts would actually matter to a Helper. Google Contacts includes a feature called “Labels,” so I created a label called “Step-In” and applied it only to relevant contacts.
I also wanted to clarify how each contact relates to me. Google Contacts allows custom fields, so I added a “Relationship” field and used it to identify whether the contact is family, friend, vendor, advisor, and so on.
Once that was complete, I exported the labeled list as a CSV file, included the date in the filename, and saved it in the Chapter 12 folder inside the vault.
I added a short ReadMe file explaining where the file came from, how the contacts were filtered, and how to regenerate the export.
Benefits of This Vault Setup Approach
The immediate benefit was obvious: I avoided hours of unnecessary duplication.
The larger benefit is maintainability. Because the source data remains in Google Contacts, I can export an updated file at any time. I’ve added a recurring reminder to refresh the export monthly so the vault stays current.
Of course, this assumes that account recovery is properly configured. Earlier in this process, I verified my password manager and account recovery steps (see Post #3). If cloud access fails, everything else becomes harder.
Just as important, this approach keeps the vault clear for my Helper. They don’t need access to my entire contact database. They need a clean, relevant list.
The Larger Principle of Vault Setup
The vault framework helps identify what information is important. It does not mandate that you recreate information that already exists in a reliable system.
If you already maintain accurate data somewhere else, use it intentionally. Store it clearly. Document how to refresh it. And make sure your Helper understands what they’re looking at.