Key Storage Information Hub

This Information Hub explains how to organize, label, store, and document keys in a way that actually works when it matters. It applies whether you use the CLEAR Kit key storage system or your own solution.

You will learn:

• Which keys should be documented
• How to label keys without compromising security
• Where to store keys and backup copies
• How key information is used after a death or during incapacity
• Common mistakes to avoid

Most people underestimate how many keys they have. A complete system usually includes more than just house keys.

Common categories include:

• Primary residence keys
• Secondary homes or rental properties
• Vehicles, trailers, and recreational vehicles
• Storage units and garages
• Bike locks and storage sheds
• Safe deposit boxes
• Home safes, gun safes, and lockboxes
• Office or commercial property keys
• Mailbox keys
• Padlocks and specialty locks

If a key controls access to something valuable, important, or time-sensitive, it belongs in your system.

Step 1: Gather Every Key

Collect all keys in one place before you begin. Check drawers, bowls, glove compartments, bags, offices, and spare sets.

If a key exists, it needs to be accounted for, even if it's rarely used.

Step 2: Decide Which Keys Belong in the Key Bag

Place keys that control important or time-sensitive access into the key storage bag. This usually includes keys for homes, vehicles, storage units, safes, and mailboxes.

Keys that are stored elsewhere should still be documented so others know they exist and where to find them.

Step 3: Label Every Key

No key should remain unlabeled.

Assign each key a simple number, letter, or color. Attach a durable tag or key ring with that identifier.

Do not write addresses, names, or descriptions directly on the key. Labels should identify the key, not explain it.

Step 4: Create a Key Reference Log

Connect each labeled key to clear written instructions.

For each key, record:

• The identifier
• What the key opens
• The physical location of what it opens
• Where the key is stored
• Who else has a copy, if anyone
• Any notes about access restrictions or timing

The explanation of what a key opens should live on paper, not on the key itself.

Step 5: Account for Keys Not in the Bag

If a key is not stored in the key bag, write it down anyway.

Unlisted keys create confusion and delay. A complete system accounts for every key, even those kept with a neighbor, family member, or service provider.

Step 6: Review and Update Regularly

Review your key system after moves, lock changes, renovations, or when copies are made or given out.

A key storage system only works if it stays current.

Keys should always be labeled, but never in a way that creates a security risk if they are lost or found by the wrong person.

Best practices include:

• Assign each key a simple number, letter, or color
• Write down keys that are not stored in the key bag so others know they exist
• Do not write addresses, names, or descriptions directly on the key
• Attach a durable tag or key ring with that identifier
• Note who, if anyone, has copies of each key

The identifier should correspond to a written record that explains what the key opens.

For Example:

• Key #3
• The description of Key #3 lives on paper, not on the key itself.

After a death, keys are often needed immediately to:

• Secure a residence
• Access mail and prevent theft
• Retrieve important documents
• Care for pets
• Prepare a home for sale or clean out

During incapacity, keys may be needed to:

• Allow caregivers or family to enter safely
• Access vehicles or storage
• Manage property and finances

A clear key system allows action without delay, stress, or confli

• Keeping unlabeled keys
• Writing addresses or names on key tags
• Storing keys in multiple undocumented locations
• Assuming a spouse or family member knows everything
• Failing to update the system after moves, renovations, or lock changes
• Not taking note of who has copies of keys