Changing your compliance desk? Start with the records

Create one inventory before requesting everything

This is an operational checklist, not a statutory list. Use a simple register with columns for entity, period, record, status, location and responsible person. An inventory makes omissions visible; a large folder of attachments does not.

• Entity records and previous engagement scope
• Filed forms, acknowledgements and payment records
• Working schedules and supporting records
• Open queries, notices and unresolved matters
• Known deadlines, with the source and owner recorded

Distinguish filed, prepared and still open

Use precise status labels. A draft is not evidence of submission, and a payment record alone may not explain which obligation was completed. Ask the outgoing desk for the record supporting each status, and ask the incoming professional to review uncertainties.

Transfer access without sharing passwords in a spreadsheet

Record who controls each relevant account and recovery channel. Agree an authorised access-transfer method appropriate to each portal. Do not place passwords, identity documents or digital-signature secrets in a broadly shared handover sheet.

Define the incoming desk’s first deliverable

A useful first deliverable is a gap assessment: what is available, what needs clarification and what should be reviewed first. Confirm the fees and scope for resolving historic issues separately from routine ongoing work. Do not assume that accepting the records means all prior work has been verified.

Close the handover with named ownership

Record the point of contact, approval authority and owner of each open item. Keep the final inventory with the business. Revisit it after the first cycle so that the new process does not recreate the same gaps.