Three services, each with a fixed scope and a defined deliverable set
The services are designed to be used in sequence or independently. Each is costed at a fixed fee in Malaysian Ringgit and invoiced before the relevant stage commences.
Back to HomeHow each engagement is structured
Every Vestmere engagement begins with an agreed category schema. The categories are chosen with the family during the intake session, reference codes are assigned, and a schema sheet is produced before any sorting of the main collection begins. This ensures the filing structure reflects the family's papers rather than a pre-set category list.
The cataloguing stage applies that schema across the whole collection. Physical papers are coded, labelled and rehoused. Digital scans are produced and indexed. The master index is printed and bound. The encrypted digital package is prepared for delivery.
Where the family opts for the annual programme, the cataloguing work forms the foundation and the four quarterly reviews maintain it. The storage map is updated each quarter and the annual walkthrough with a second family member is carried out in the final quarter of the twelve months.
Category Schema and Intake Session
A two-hour appointment establishing the filing structure a family will use for its papers of record, before any sorting begins. Categories are agreed with the family, reference codes assigned, a schema sheet written, and a sample of the existing papers coded against it so the family can see the logic working. The family leaves able to continue the coding themselves if they prefer.
The session concerns filing structure only: no document is read for meaning, drafted, assessed for validity, witnessed or lodged. Where an item appears to call for professional attention it is entered on a separate referral list naming the type of appropriately qualified professional.
What the session delivers
- Agreed category list written to the family's collection
- Reference codes assigned to each category
- Printed schema sheet for household use
- Pre-printed code labels and starter folder set
- Sample papers coded during the session
- Written referral list for items appearing to need professional attention
This service covers filing structure and reference coding only. No document is read for legal meaning, drafted, interpreted, certified, witnessed or submitted.
Up to 1,500 pages. Collections substantially above this are costed for extended scope in writing before additional work commences.
Full Cataloguing and Secure Archive Build
A five-to-seven week project applying the agreed schema across a family's complete paper record. Includes coding and labelling of every item, archival rehousing in inert sleeves and boxes, 600dpi scanning with optical text recognition, a searchable index keyed to the reference codes, a retention schedule for duplicates with secure shredding of superseded copies at the family's written instruction, and delivery on encrypted local media the family retains.
The project is archival and administrative; nothing within it involves drafting, interpretation, certification, witnessing or submission of any document.
What this project delivers
- Every item coded, labelled and archivally rehoused
- 600dpi scans with OCR, searchable by text, code or date
- Printed bound master index for the household
- Encrypted local media delivered to the family
- Retention schedule for duplicate items
- Destruction certificate for shredded superseded copies
Custodian Support Programme
A twelve-month programme for the family member who has agreed to hold the records on behalf of others. Includes the schema session, the cataloguing project, four scheduled reviews, an updated master index each quarter, a maintained storage map across all locations including safe deposit facilities, secure destruction of superseded duplicates on written instruction, and a written custodian handbook describing the schema, the retention rules and the contact list.
Drafting, interpretation, witnessing and filing remain outside scope and are referred onward in writing. A plain-language reference sheet on document vocabulary is included as general information only.
What the twelve months includes
- Category Schema and Intake Session
- Full Cataloguing and Secure Archive Build (standard scope)
- Four quarterly reviews with updated master index
- Maintained storage map across all household and safe deposit locations
- Written custodian handbook
- Plain-language document vocabulary reference sheet
- Annual walkthrough session with a second family member
Twelve months from the date the schema session is completed. Renewal at end of term by agreement.
Which service fits your situation
Use this table to identify the service that fits the stage your family's records are at.
| What you need | Schema Session RM 510 |
Full Cataloguing RM 2,600 |
Custodian Programme RM 4,700 |
|---|---|---|---|
| A filing structure to start organising papers | |||
| Complete coding and indexing of the existing collection | |||
| Archival rehousing in inert sleeves and boxes | |||
| 600dpi scans with searchable digital index | |||
| Ongoing quarterly reviews and updated index | |||
| Storage map maintained across all locations | |||
| Annual walkthrough with second family member | |||
| Written custodian handbook |
Standards applied across all three services
Written scope before commencement
A boundary frame is issued before any appointment is booked. The scope is stated in plain language.
No server retention of family documents
Digital materials are delivered on encrypted media held by the family. Vestmere retains no copies post-delivery.
Referrals in writing only
Items appearing to need professional attention are placed on a written referral list. Verbal referrals are not made.
Destruction only on written instruction
No paper is shredded unless the family has provided written instruction naming the items to be destroyed.
Acid-free materials throughout
All physical rehousing uses acid-free, lignin-free sleeves and boxes from named suppliers.
Fixed pricing, invoiced in advance
All fees are stated in RM before work begins. Extended scope, if required, is costed and confirmed before additional work commences.
Fee schedule
Schema & Intake Session
Single two-hour appointment
- • Schema sheet and code labels
- • Starter folder set
- • Sample papers coded
- • Written referral list
Full Cataloguing & Archive Build
Five to seven week project, up to 1,500 pages
- • Complete coding and rehousing
- • 600dpi scans + searchable index
- • Bound printed master index
- • Encrypted media delivery
- • Destruction certificate
Custodian Support Programme
Twelve months, inclusive of S01 and S02
- • All S01 and S02 deliverables
- • 4 quarterly reviews + updated index
- • Storage map maintenance
- • Custodian handbook
- • Annual second-person walkthrough
Not sure which service fits your situation?
Send an enquiry describing your collection and we will confirm the appropriate starting point in writing before any appointment is scheduled.
Send an Enquiry