Vestmere organises, codes and catalogues inheritance and estate documents so the family member holding them knows what exists, where it is, and how it is kept.
Each service has a fixed scope and a clear deliverable list. Nothing within any service extends to drafting, legal interpretation, witnessing or lodging of documents.
A two-hour appointment that builds the filing structure your family will use. Reference codes are assigned, a schema sheet is written, and sample papers are coded so the logic is visible before you leave.
A five-to-seven week project applying the agreed schema across all papers. Every item is coded, labelled and rehoused in inert sleeves. A 600dpi scan with optical text recognition produces a searchable index. Delivery is on encrypted local media.
A twelve-month programme for the family member holding records on behalf of others. Includes the schema session, the full cataloguing project, four quarterly reviews, an updated master index each quarter, and an annual walkthrough with a second family member.
A single session establishes the categories, assigns the codes and produces a schema sheet the whole household can follow. The scope is administrative; nothing reads or assesses your documents for legal meaning.
The filing categories are agreed with the family at the start. Every subsequent step uses that agreed structure, so the family can verify the logic at any point.
SCHEMAEach document or folder carries a code that appears in the printed master index and in the searchable digital index. Finding a specific paper does not depend on memory.
INDEXINGPapers are rehoused in inert sleeves and acid-free boxes that do not accelerate paper degradation. The family retains physical possession at all times.
STORAGEDigital copies and the searchable index are delivered on encrypted storage the family holds. No documents are retained on Vestmere systems after delivery.
SECURITYA boundary frame is issued with every engagement listing what is outside the project scope. Items appearing to require professional attention are noted on a referral list, not acted upon.
BOUNDARYThe Custodian Support Programme includes an annual session with a second family member so the record-keeping arrangement does not rest on one person alone.
CONTINUITYThe session produces a written schema sheet listing all agreed categories and their reference codes, a set of pre-printed code labels, and a starter folder set. A sample of the family's existing papers is coded during the session so the logic is visible before the appointment ends. The family can continue coding further papers independently using the schema.
No. The work is administrative and archival. Documents are coded against the agreed category structure, labelled and filed. Where a document appears to require professional attention — from a lawyer, notary or other qualified practitioner — it is placed on a referral list and the family is informed of the category of professional relevant to that item. Vestmere does not read, draft, interpret, certify, witness or submit any document.
The standard scope — up to 1,500 pages — runs for five to seven weeks from the date the family confirms the intake appointment. The timeline depends on the volume of material and the condition of the existing filing. Where the volume is substantially above 1,500 pages, an extended scope is costed separately before work begins.
Physical papers remain in the family's possession throughout. Vestmere works at the family's chosen location or receives batches on a documented handover schedule and returns them with the coded labels and archival rehousing in place. The encrypted digital index is handed to the family on completion; no copies are retained by Vestmere.
The twelve-month programme includes the Category Schema session, the Full Cataloguing project (standard scope), four scheduled quarterly reviews, an updated master index each quarter, a maintained storage map across all locations including safe deposit facilities, a written custodian handbook, and an annual walkthrough session with a second family member. Secure destruction of superseded duplicates is carried out on the family's written instruction.
All fees are in Malaysian Ringgit (RM). The Category Schema and Intake Session is RM 510. Full Cataloguing and Secure Archive Build is RM 2,600 for standard scope. The Custodian Support Programme is RM 4,700 for twelve months. Invoicing is issued in advance of each stage, with payment by bank transfer.
The category schema is the foundation of every subsequent step. The Full Cataloguing project and the Custodian Support Programme both require a completed and agreed schema before sorting or coding of the main document collection begins. The schema session is the first deliverable in both of those services and its fee is included in the Custodian Support Programme.