WHAT FAMILIES GET FROM WORKING WITH US
A set of papers that someone else can pick up and use.
That is the measure we use for every project. Not a pile that makes sense only to the person who created it — an indexed, labelled, consistently named set.
Back to HomeSix things that distinguish our work
Each of these reflects a pattern we have noticed in what families find most useful after an appointment.
Written scope every time
You receive a note before we handle any document stating what the appointment covers and what it does not. Nothing is implied — everything is written.
Handover-ready output
Every set we produce can be picked up by a second person — a sibling, an adviser, a solicitor — without a briefing. Consistent naming, a contents index, and labelled boxes.
No interpretation of documents
We sort, label and index. We do not read documents for legal meaning, assess their validity or advise on next steps. That boundary is held on every engagement.
Digital copies stay with you
Encrypted digital files go to the family. Archivum does not retain copies after a project closes. You hold your own records.
Missing items listed with sources
Where items appear absent from a sequence, we note what is missing and which office ordinarily issues it. The family can make those requests themselves.
Works at the family's pace
Families doing preparatory work years before they expect to need it are as welcome as those coming to us in the middle of a bereavement. Both situations are ones we understand.
What each advantage means in practice
Expertise in administrative records
EXPERTISE BENEFITArchivum has been sorting, scanning and indexing estate and inheritance papers since 2019. The team has worked through several hundred appointments across a wide range of family situations — large and small estates, papers in good condition and papers that have been stored carelessly for decades, families with clear records and families who are not sure what they are looking for.
That breadth of experience means we recognise the common patterns: documents that are usually missing from a set, offices that are commonly asked to reissue items, filing systems that families inherit without explanation. We know which questions to ask at the start of an appointment to use the two hours well.
Scanning and file management
TECHNOLOGY BENEFITAll scanning is done at 600dpi — sufficient for any document that an institution is likely to request, and sufficient for a family member to read fine print without returning to the original. Files are named consistently using a scheme explained in the contents index, so that searching is possible without opening individual files.
The encrypted digital copy is provided on a drive or in a format the family specifies. We do not use third-party cloud storage for client documents. The digital set mirrors the physical set exactly — same categories, same ordering, same labels.
A consistent point of contact
SERVICE BENEFITFamilies working through estate administration often find that every conversation with an institution or professional begins with a re-explanation of the situation. Archivum keeps a brief written record of each engagement, so when a family contacts us again — whether for a follow-up appointment or a question months later — they do not need to start from the beginning.
We respond to enquiries within two working days. For Records Continuity Programme clients, a named point of contact is available throughout the twelve-month period.
Pricing matched to deliverables
VALUE BENEFITEach service has a fixed price — RM 500 for the First Sorting Appointment, RM 1,980 for the Institutional Records Pack Preparation, and RM 4,350 for the twelve-month Records Continuity Programme. There are no hourly rates, no variable fees for additional documents, and no charges for the written scope note that precedes every engagement.
Families know before they commit what they will receive and what it will cost. If a project turns out to be larger or smaller than expected, we discuss that before starting rather than after finishing.
A result you can act on
RESULTS BENEFITThe output of every Archivum appointment is concrete: a labelled set of boxes, a one-page contents sheet, a list of missing items with issuing offices noted. After a Records Pack project, the family has a printed folder and an encrypted digital copy, both indexed the same way.
These outputs are designed to be put to immediate use — whether that means handing them to a solicitor, taking them to a land office, or simply knowing where everything is when a question arises.
How this service differs from general approaches
Families who have tried to do this work themselves, or who have asked a professional in another field to handle it, often describe similar difficulties.
Papers sorted in piles that only one person understands, with no written contents sheet
Labelled boxes and a one-page contents sheet produced at the end of the first appointment
No clear record of which documents are absent and which office to approach for replacements
Written list of items missing from the sequence, with issuing offices noted for each
A legal professional asked to sort papers in addition to their primary role — at professional rates
A fixed fee for administrative sorting only — the legal professional receives a set that is already in order
Digital files named inconsistently, stored in folders that vary from one family member to another
Consistently named files mirroring the physical set, provided on an encrypted drive held by the family
No written record of what the work covers, leading to uncertainty about what has been done and what has not
Written scope note before every engagement, stating exactly what is covered and what is outside scope
Features not commonly found elsewhere
The missing-items list
Produced as a standard output of the First Sorting Appointment. It names each document type that appears absent from the sequence and identifies which office ordinarily issues it. Families receive this alongside the contents sheet.
Scope plates on every deliverable
Each document set, contents index and scope note carries a brief panel stating what the engagement covers and what it does not. This is not small print — it appears at the head of each deliverable so that any family member reading it later understands the limits of what Archivum has done.
The second family member test
Before we consider a project complete, we ask whether a second family member who was not present at the appointment could navigate the set without a briefing. If the answer is no, we continue until it is yes.
Handover pack for custody transfer
Records Continuity Programme clients receive a written handover pack designed to allow a second family member to take custody of the entire set at short notice. It describes the storage map, the filing scheme and the location of every digital and physical set.
Plain-language document vocabulary sheet
Provided as general information for Records Continuity Programme clients. It explains the common administrative terms that appear in estate papers — not as legal advice, but as a reference for a family reading the documents for the first time.
Referral notes written in plain language
When an item calls for professional input, we write a brief note stating the type of qualified professional who handles it. This is written in the same plain language as the rest of our deliverables — not in terms that require translation.
A record of appointments completed
340+
Sorting appointments completed since 2019
6
Years of estate records administration
180+
Institutional records packs prepared
97%
Clients who return or refer a family member
Member — Malaysian Association of Administrative Professionals
Since 2020
Full membership reflecting consistent practice standards in administrative records management.
Data Protection Compliance — PDPA Malaysia
Reviewed annually
Annual review of data handling practices against the Personal Data Protection Act 2010 requirements.
Selangor SME Business Excellence Recognition
2023
Recognised for consistent service standards and client satisfaction within the administrative services category.
Start with a conversation
Send us a brief description of what the papers look like now — how many there are, whether they are sorted in any way, and roughly what the family needs to be able to do with them. We will suggest which service suits the situation.
Send an Enquiry