Three ways Cairnvale can help with your family's paperwork
Each service is described plainly below, with what it includes, how it works, and what you receive at the end. Read at your own pace.
← Back to homeHow all three services work
All three services share the same underlying method: we record what documents exist, what condition they are in, where they came from, and what has been done with them. We do not decide what the documents mean or what the family should do — that is the work of lawyers, estate administrators, and the relevant government bodies.
Before any document is moved, a written handling agreement is signed. After the work is done, a written output is produced and everything belonging to the family is returned. No copies are retained after handover.
The three services differ in scope and duration. The session is ninety minutes and produces a next-steps sheet. The digitisation project takes approximately three weeks and produces an indexed archive. The retainer runs for twelve months and covers ongoing accession across multiple households.
First Steps Records Session
A ninety-minute appointment for a family that has recently lost someone and does not know where to begin with the paperwork. The session lists the documents the household believes exist, notes where each is thought to be, records which public bodies have already been contacted and which have not, and produces a written next-steps sheet naming the type of professional or agency that answers each outstanding question.
- Written next-steps sheet issued at the end of the session
- Referral directory included, citing published sources
- Nothing interpreted, advised on, or drafted
- No follow-up contact unless you request it
- Can be held at our Kuchai Lama office
- Family contacts Cairnvale to arrange an appointment
- A short intake form is completed before arrival
- Session is held at the office — one or more family members may attend
- Documents believed to exist are listed and locations noted
- Contacts with public bodies are recorded
- Written next-steps sheet and referral directory are produced and handed over
Estate Papers Digitisation
A clerical project that scans, names, and indexes the papers a household has gathered, producing a searchable archive with encrypted copies for each named family member and a printed contents list. Documents are collected under a signed handling agreement, scanned at 400 dpi, indexed by type, date, and issuing body, and returned in labelled folders. Fragile items are sleeved. The archive is yours; no copy is retained after handover.
- Scanned at 400 dpi — suitable for archival use
- Indexed by document type, date, and issuing body
- Encrypted copies for each named family member
- Printed contents list included
- Originals returned in labelled folders — no copies retained
- Handling agreement signed before collection
- Documents collected from the household
- Condition noted for each item before scanning
- Scanned at 400 dpi; fragile items sleeved separately
- Each document named and indexed
- Encrypted archive delivered; printed contents list produced
- Originals returned in labelled folders; condition notes updated
- Cairnvale's copy deleted after confirmed receipt by family
For collections larger than 800 pages, a written estimate is provided before any work begins.
Enquire about this service
Family Records Stewardship Retainer
A twelve-month retainer providing a named archivist to a family working through a long administrative process across several households. Covers quarterly filing visits, ongoing accession of newly issued documents, condition monitoring of originals, an updated index and finding aid, refreshed encrypted copies for each household, a correspondence log recording what was sent to whom and when, and an annual written report on the collection.
- Named archivist for twelve months
- Quarterly filing visits to each household
- Ongoing accession of newly issued documents
- Correspondence log: what was sent, to whom, when
- Annual written report on the full collection
- The estate involves more than one household or city
- The administrative process is expected to run longer than six months
- New documents are still being issued and need to be incorporated
- Different family members need their own complete copies
Deciding between the three services
Use this table to identify which service matches where your family is in the process.
| Feature | Records Session RM 460 |
Digitisation RM 1,620 |
Retainer RM 4,350 |
|---|---|---|---|
| Written next-steps sheet | Index only | ||
| Referral directory | — | ||
| Document scanning at 400 dpi | — | ||
| Encrypted archive per household | — | ||
| Ongoing accession of new documents | — | — | |
| Correspondence log | — | — | |
| Annual written report on collection | — | — | |
| Named archivist for twelve months | — | — |
Records Session
- 90-minute session
- Written next-steps sheet
- Referral directory
- No obligation to continue
Estate Papers Digitisation
- 400 dpi scanning
- Indexed archive
- Encrypted copies
- Originals returned
Stewardship Retainer
- Named archivist
- Quarterly visits
- Correspondence log
- Annual report
Protocols that apply to all three services
Written handling agreement before work begins
Every engagement starts with a signed agreement naming the documents in scope, the authorised recipients of any copies, and the return procedure. No documents are moved before the agreement is in place.
Encrypted storage during active work only
Digital files are stored in encrypted form on local hardware. No cloud storage is used for client documents. All copies are deleted from Cairnvale's systems after handover is confirmed by the family.
Regulated questions referred in writing
Questions requiring a lawyer, licensed estate administrator, accountant, or government body are noted and referred in writing. We do not answer them ourselves and do not recommend specific firms.
PDPA-aligned personal data handling
Personal data collected is limited to what the project requires. Cairnvale's data handling is aligned with the Malaysian Personal Data Protection Act 2010. Families can request details of what is held at any stage.
Not sure which service applies? The session is always the right starting point.
A records session takes ninety minutes and produces a written list. It will tell you whether the digitisation project or the retainer is the next step — or whether neither is needed.
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