How to inventory a safe deposit box: 7-step guide (2026)

A safe deposit box is one of the most secure storage options available — but without solid documentation, you are still on your own in a loss. Banks and storage providers often limit liability by contract, and homeowner’s or scheduled-valuables policies depend on evidence. This guide walks you through the full process.

Step 1: Add the box in the app

Open Vault Documentation and add a new safe of type “Safe deposit box”. Capture:

• Provider (e.g., “Chase Bank — Park Avenue branch”)
• Branch address (full street address)
• Box number (on your key envelope or in the contract)
• Size (e.g., “medium, ~5×10×24 inches”)
• Notes with contract start date, annual fee, vault location

A photo of the closed box (from outside) is optional but useful as a reference.

Step 2: Capture each valuable

On your first visit after installing the app, document everything currently in the box. Tip: budget time — a full first inventory typically takes 30–60 minutes.

For each item:

• Name (“Rolex Submariner Date 16610”)
• Category (jewelry, watches, precious metals, cash, documents, crypto records, art, other)
• Value (estimated current market value)
• Purchase date (or “unknown” with note)
• Serial number (critical for watches, electronics, much art)
• Description (material, hallmark, karat, provenance)

Step 3: Multiple photos per item

A single photo is usually weak evidence. Multiple angles help insurers, storage providers, adjusters, and police understand the item:

• Front (main view)
• Detail (e.g., dial of a watch, stone setting on jewelry)
• Serial number / hallmark (macro mode, sharp)
• Receipt / packaging (if available)

Use even lighting, a neutral background (a sheet of white paper works), and adequate resolution.

Step 4: Attach receipts as PDFs

Original invoices, appraisals, warranty cards — anything you have, attach as PDF or photo directly to the item. Receipts then live permanently with the valuable and don’t get “lost in the filing cabinet”.

If the original invoice is gone:

• Bank statement showing the original payment
• Email confirmation from the online purchase
• Photo of a receipt stamp on a hand-over note
• In the notes: “Receipt lost; purchased XX/2018, ~$XXX”

Step 5: Set status correctly

Each item has a status — “stored” or “removed”. On your first visit, everything is marked “stored”. When you take an item out (e.g., jewelry for an event), change the status — the app logs that automatically in the activity history.

Step 6: Log every visit

Even when you “just glance in” — every time:

• Note: what did you do? (“Removed jewelry piece A, photo before passing to daughter”)
• Photo: current state of the box (interior view)
• Activity type: deposit, removal, modification, or note

This produces an unbroken history that can help insurers or claims adjusters understand the documentation.

Step 7: Export and secure the PDF

At least once a year — and after any major change — export a master report:

1. In the app: “Create PDF report” → “All safes” or single safe
2. Toggle “Include activity history”
3. Optionally: set a password
4. Send the PDF to a stored email address — or via the iOS share sheet

Bring your attorney into the picture as part of estate planning: lodge the PDF there, keep the password separate. Heirs then have immediate access to a complete inventory.

For insurance or storage-provider claims, the PDF export bundles your evidence but does not replace policy or contract terms. Ask your provider and insurer which photos, receipts, appraisals, or storage evidence they require.

Common mistakes

• Only one photo per item — may be too weak as proof
• Missing receipts — even a bank statement is better than nothing
• A single update from 5 years ago — lacks plausibility
• Inventory only on the old iPhone — lost with the next phone if iCloud Sync was off
• Password embedded inside the PDF — pointless protection