Give the role a reliable starting point.
Share your document structure, access model, retention policy, and approved transfer channels. Specify which records may be renamed or moved and who must approve any archive or deletion action.
The right file, in the right place
Secure records administration
Keep client records indexed, versioned, and ready for authorized reviewers within the firm’s approved document environment.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Apply the firm’s folder and file-naming conventions
- Index received documents against client and engagement records
- Flag duplicates, inaccessible files, and missing identifiers
- Prepare approved archive and retention review lists
What comes back to your team
Work you can see and review.
Client document index
A working record with source references, current status, and the person responsible for the next step.
File exception register
A focused view of missing inputs, unanswered questions, and items that need your decision.
Retention review list
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
A client uploads two versions of a payroll report without clear dates. The assistant keeps both originals, records the ambiguity, and asks the engagement team which version should be used. The index is updated after confirmation.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Test links and confirm file names, periods, and client identifiers. Preserve original documents and access history; a tidy folder should not hide unresolved version or completeness questions.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
SharePointSmartVaultCanopyGoogle Workspace
Platform names describe possible working environments, not endorsements or a promise of certification.
Before you start
A few useful questions.
What should we prepare for secure records administration?
Share your document structure, access model, retention policy, and approved transfer channels. Specify which records may be renamed or moved and who must approve any archive or deletion action.
How will we know what is complete?
Test links and confirm file names, periods, and client identifiers. Preserve original documents and access history; a tidy folder should not hide unresolved version or completeness questions.
Which decisions remain with us?
The firm controls retention, confidentiality, access rights, and professional interpretation. The assistant does not broaden permissions, amend source records, or delete client evidence without approved instructions.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as SharePoint, SmartVault, Canopy. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
Records ready for review
Client document coordination
Organize client requests and source files against an engagement-specific checklist.
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Visible work queues
Engagement workflow support
Maintain engagement tasks, review stages, and dependencies across your practice.
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An orderly start
Client onboarding support
Coordinate approved intake steps and keep the new-client file complete for your practice team.
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Room for client work
Practice administration
Coordinate the inbox, appointments, and recurring administrative follow-through behind your firm.
Explore the service ↗A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.