PLATE 01 — SOLUTIONS
Three Engagements for Three Stages of Estate Records Work
Each engagement is designed for a distinct moment in the estate process. The scope, timeline and deliverables are fixed in writing before the work begins.
Back to HomePLATE 02 — APPROACH
How the Work Is Structured
Written Scope First
Before any work begins, the scope is confirmed in writing — what the engagement covers, what it does not cover, the timeline and the deliverables. Both parties sign off on it.
Systematic Approach
The work follows a checklist-based approach — document categories are worked through in order, with nothing assumed to be absent until the checklist is complete. Gaps are recorded explicitly.
Written Closing
Every engagement closes with a written document — inventory, report or archive — that the family keeps. The closing document is the primary deliverable, not a summary of a conversation.
PLATE 03 — ENGAGEMENT 01
Estate Records Inventory
RM 480 · 2–3 weeks
A structured inventory of the documents and records associated with a family estate, produced as a catalogued list. Property papers, account statements, insurance documents, membership records, correspondence and certificates are located, described, dated and indexed. Fragile items are photographed before handling. The inventory describes what exists and where it is kept — it does not value anything, advise on any matter, or express a view on arrangements.
KEY BENEFITS
Executors begin administration from a documented position, not a search
Gaps list identifies missing documents before institutions request them
Condition photographs protect against later questions about document state
Written handover note explains what was found and what remains open
PROCESS STEPS
Initial enquiry and scope confirmation in writing
Access arranged to estate documents at agreed location
Location checklist worked through; fragile items photographed before handling
Each document described, dated and indexed in catalogue
Gaps list produced; archival wallet prepared
Inventory delivered in print and digital form with written handover note
INCLUDED
Full indexed inventory (print and digital) · Condition photographs · Gaps list · Archival document wallet · Written handover note
SEE ALSO → Plate 06 — Send an Enquiry
PLATE 04 — ENGAGEMENT 02
Legacy Document Archive & Digitisation
RM 1,960 · 6–8 weeks
A digitisation engagement converting a family's paper records into an ordered, durable digital archive alongside properly stored originals. Documents are scanned at archival resolution, named to an agreed convention, indexed with plain descriptions, and delivered on media the family keeps. Photographs, letters and personal effects records can be included so that the archive holds the family's story as well as its paperwork. The work is descriptive and organisational only.
KEY BENEFITS
Digital archive that any family member can navigate independently
Originals stored in acid-free materials alongside digital copies
Two independent media sets provide redundancy against device failure
Update protocol allows the family to add records using the same structure
PROCESS STEPS
Scope confirmation and naming convention agreed in writing
Documents sorted and prepared for scanning; fragile items handled with archival care
Archival resolution scanning (600 dpi minimum for text; higher for photographs)
Files named, indexed and organised by agreed category structure
Originals placed in acid-free folders and boxes; physical storage labelled to match digital index
Archive delivered on two media sets; training session conducted; update protocol provided
INCLUDED
Archival scanning · Naming convention · Full index · Acid-free folders and boxes · Delivery on two independent media sets · Written update protocol · One training session
PLATE 05 — ENGAGEMENT 03
Executor Administrative Support Programme
RM 4,350 · 6 months
A programme supporting the clerical side of an executor's workload over an extended period. We maintain the master records file, prepare document sets in the formats institutions request, keep a correspondence log, track published response windows, produce written status summaries, and keep a running task board so the executor always knows what is outstanding. We do not advise on any matter, interpret documents, or act for anyone — where a question needs a qualified professional, we say so and stand back. Runs six months with fortnightly reviews.
KEY BENEFITS
Executor has a clear view of outstanding tasks at all times
Document sets prepared in formats institutions request — reducing rounds of re-submission
Response windows tracked so deadlines are not missed
Bound closing archive at the end of the six months
PROCESS STEPS
Scope confirmed in writing; master file structure established
Shared task board set up; existing correspondence reviewed and logged
Document sets prepared for initial institution submissions
Fortnightly reviews: written summary of progress and outstanding items
Response windows tracked; follow-up document sets prepared as required
Closing at six months: bound archive of all documents and summaries produced
INCLUDED
Master file maintenance · Document set preparation · Correspondence log · Deadline tracking · Fortnightly written summaries · Shared task board · Bound closing archive
SEE ALSO → Plate 07 — Send an Enquiry
PLATE 06 — COMPARISON
Which Engagement Fits Your Situation?
Use the table below to identify which engagement is the right starting point. They can be combined where the situation requires more than one.
| INVENTORY RM 480 |
DIGITISATION RM 1,960 |
EXECUTOR SUPPORT RM 4,350 |
|
|---|---|---|---|
| Best for | Early-stage executors needing a clear picture | Families with a large body of paper records | Executors managing an extended administration |
| Indexed record produced | |||
| Digital archive delivered | |||
| Ongoing admin support | |||
| Document sets for institutions | |||
| Gaps list included | |||
| Duration | 2–3 weeks | 6–8 weeks | 6 months |
PLATE 07 — STANDARDS
Shared Standards Across All Engagements
These protocols apply to every engagement regardless of type or scale.
Confidentiality Agreement
All personal and financial information is handled under a written confidentiality agreement signed before access to documents is granted.
Scope in Writing
Every engagement has a written scope confirmed before work starts. Changes to scope are agreed and documented before additional work is undertaken.
Originals Remain in Custody
Original documents are never removed from the family's custody or storage location. All work is conducted with the family in control of their physical records.
Clear Referrals
Where a matter requires a qualified professional, we say so directly. The type of professional is named; no specific firm is recommended.
PLATE 08 — PRICING
Fixed Engagement Prices
ENGAGEMENT 01
Estate Records Inventory
RM 480
Completed within 2–3 weeks of access
- Full indexed inventory
- Condition photographs
- Gaps list
- Archival document wallet
- Written handover note
ENGAGEMENT 02
Legacy Archive & Digitisation
RM 1,960
Completed within 6–8 weeks
- Archival scanning
- Naming convention & full index
- Acid-free physical storage
- Two independent media sets
- Training session for family
ENGAGEMENT 03
Executor Admin Support
RM 4,350
Six-month programme, fortnightly reviews
- Master file maintenance
- Document set preparation
- Correspondence log
- Fortnightly written summaries
- Bound closing archive
PLATE 09 — NEXT STEP
Not Sure Which to Start With?
A short description of the estate's current situation is enough. We will respond with a plain recommendation and explain what the first step looks like.
Send an Enquiry