Copies should be legible, organised, available to both parties and protected against loss. The process below helps create a clear record that can be reviewed and compared later.
Record observable facts, dates and sources for figures. Do not replace evidence with an assessment of responsibility.
Step-by-step process
1. Separate working copy and archive
A browser project is convenient but should not be the only copy. Export after important changes.
2. Protect device and backup
Use device locking and encrypted backup storage where records contain personal data or interior photos.
3. Limit sharing
Share only with people who need access. Calculator preset links should not include private information.
4. Set a retention period
After the matter ends, review what is still needed and securely remove unnecessary copies.
What to check before finishing
- Every figure has a unit, period or source.
- Photos and notes can be matched to a specific location.
- Both parties retain the same file or printout.
- Disputed or uncertain items are marked rather than hidden.
Practical example
Instead of one vague note saying “property in good condition”, the record contains the room, exact item, observation, date, photo and—where money is involved—a separate calculated entry. Months later, the parties do not need to reconstruct events from memory.
This is organisational and educational material. It is not individual legal, tax, financial or technical advice.