Family Document Storage

We keep documents in a few different places depending on what they are. Here's how to find what you need.

Quick Reference

Shared Family Docs: drive.google.com (Google Drive — preferred for sharing) Individual Files: iCloud Drive (personal, per-device) Scanned Documents: paperless.speicher.family (Paperless-NGX) Passwords & Credentials: my.1password.com (1Password) "Where's the insurance card?" → Check 1Password Family vault → Insurance, or Paperless

What Lives Where

Document Type	Where to Find It
Shared family docs, spreadsheets, slides	Google Drive
Insurance cards & policies	1Password Family vault
Tax documents	Paperless-NGX (scanned)
Medical records	Paperless-NGX (scanned)
Warranties & manuals	Paperless-NGX (scanned)
Personal files (individual use)	iCloud Drive (per person)
Passwords	1Password
ID photos / passport scans	1Password Family vault (secure documents)

How We Have It Set Up

Google Drive — Shared Family Documents

Google Drive is the family's go-to for shared documents. When something needs to be shared or collaborated on, Google Drive is the default choice — it works for everyone regardless of their device or account.

• URL: drive.google.com
• Sign in as: dratspiker@gmail.com (password in 1Password → Google)
• Best for: Shared spreadsheets, collaborative docs, anything that needs to be shared with the family or with people outside the home
• Access:
  • iPhone/iPad: Google Drive app, or open any shared Google link in Safari
  • Mac: drive.google.com in browser, or the Google Drive desktop app
  • Web: drive.google.com

iCloud Drive — Individual Files

iCloud Drive is used for personal files — each family member's own iCloud Drive is tied to their Apple ID. It's great for individual use (your own documents, Desktop/Documents sync on Mac), but Google Drive is preferred when sharing with the family.

Access: Built into Finder on Mac, and the Files app on iPhone/iPad.

See also: Files for more detail on iCloud Drive.

Paperless-NGX — Scanned Documents

Paperless-NGX is our self-hosted document management system. Physical mail, bills, and important papers get scanned and uploaded here. It's searchable by content, tagged, and organized automatically.

• URL: paperless.speicher.family
• Access: Matt manages this — ask him to look something up
• What's in it: Tax forms, medical records, insurance documents, warranties, household bills, HOA documents
• Scanning: Matt scans documents with the ScanSnap scanner

1Password — Secure Documents & Credentials

1Password stores more than just passwords — it also stores:

• Scanned copies of IDs and passports (secure document attachments)
• Insurance policy numbers and contact info
• Account numbers for utilities, banks, etc.
• WiFi passwords

The Family vault is shared with all family members. The Private vault is Matt's only.

See the Family vault for anything labeled Insurance, Medical, Finance, or Household.

How to Find Important Documents

"Where's the insurance card?"

1. Open 1Password → Family vault
2. Search for Insurance or the insurance company name
3. The card scan or policy number will be there

"Where's [document from taxes / IRS]?"

1. Go to paperless.speicher.family
2. Search by year or document type (e.g., "W-2", "1099")
3. Ask Matt if you can't find it — he manages Paperless access

"Where's a Google Doc someone shared with me?"

1. Go to drive.google.com and sign in as dratspiker@gmail.com
2. Click Shared with me in the left sidebar
3. Or open the link directly — Google will ask you to sign in if needed

"Where's a file Kandace or Matt shared with me?"

Open Files app on iPhone → iCloud Drive → look in shared folders

Device Access

Paperless-NGX

• Web: paperless.speicher.family (requires login — ask Matt)
• iPhone: Can access via browser; no dedicated app needed
• Note: Primarily Matt's system — ask him for specific documents

iCloud Drive

• iPhone/iPad: Files app → Browse → iCloud Drive
• Mac: Finder → iCloud Drive in sidebar
• Web: icloud.com/iclouddrive

1Password

• iPhone: 1Password app (requires Face ID or master password)
• Mac: 1Password app in menu bar
• Web: my.1password.com
• Family vault: Shared with all family members

Troubleshooting

Can't Access Paperless

Paperless requires being on the home network or Tailscale VPN. If you're away from home and need a document urgently, text Matt and he can look it up.

Document Not in 1Password

If something important isn't in 1Password yet, text Matt to add it. The goal is to have all critical documents (insurance, IDs, key accounts) accessible there.

Can't Access a Google Doc

1. Make sure you're signed into the right Google account (dratspiker@gmail.com)
2. If someone shared a link with you, try opening it in an Incognito window and sign in when prompted
3. If access is denied, ask Matt to check the sharing settings on the doc

iCloud Drive File Not Syncing

1. Check internet connection
2. On iPhone: open the Files app and pull down to refresh
3. On Mac: Finder → iCloud Drive, wait for sync indicator to clear