A folder dump is not a handover. Without an index, status notes and exceptions list, the recipient must reconstruct the system and may not know which records are current.
A clear five-step method
Confirm the agreed scope
List the properties, folders, documents and trackers included. Identify anything intentionally excluded rather than leaving the recipient to assume.
Provide an index
Give a readable map of the folders and key records. Point to the master locations and label archived or example material clearly.
State the current position
Summarise open administrative actions, known missing items and conflicting information without making legal or technical conclusions.
Explain the routine
Include short written instructions for filing, updating trackers and reviewing exceptions. Record any agreed training or correction period.
Transfer access safely
Use the storage provider's access controls and verify the intended recipient. Do not place passwords or recovery codes in the handover documents.
QUICK CHECKLIST
What a usable record should show
- Scope and exclusions
- Folder and document index
- Current actions
- Exceptions and missing information
- Written maintenance routine
- Access confirmation and handover acknowledgement