Organising business records.

Before you begin.

Start with a defined period or record type. A limited review is easier to check than a broad clean-up with no clear boundary. Keep original documents available and record questions instead of filling gaps with assumptions.

Your preparation checklist.

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• List the types of records the business uses.
• Identify where each record is currently stored.
• Check whether supporting documents can be traced from the record.
• Agree a consistent naming and folder structure.
• Name the person responsible for reviewing accuracy.
• Set a process for incomplete entries and outstanding questions.
• Confirm access, retention and handover instructions with the business.

Turn the checklist into a brief.

Summarise what is known, what still needs checking and who can answer the outstanding questions. Add relevant timing and location information. This gives the service discussion a useful starting point without assuming the final scope.

Do not include sensitive records or passwords in the initial enquiry. Describe the type of information involved and agree an appropriate way to share any supporting material.