Folder handoff checklist: give the next owner proof, not guesses
A practical handoff checklist for folder scope, destination access, archive exceptions, and the report that explains what arrived.
Safe Archive guide
Keep the copy, keep the context, and keep a record of what arrived.
Founder of ARCED Foundation, ARCED International, and Solutions of Things Lab (SoTLab). Built FolderManifest to help teams protect file integrity and stay audit-ready.
Published August 20, 2026
Scope first
Decide what you are allowed to copy before starting the archive.
Copy second
Use a destination that will remain available after access changes.
Verify last
Keep a report that names the files copied, converted, skipped, or failed.
Quick answer
A useful folder handoff includes the approved source scope, the destination, the archive report, access instructions, and a decision for every exception. The next owner should be able to understand what arrived without asking the previous owner to reconstruct the transfer.
1. Document the source scope
Start the handoff with the folder paths and the reason for the transfer. Record the included projects or date range, intentional exclusions, file conversions, and the person who approved the scope.
- Source paths and expected folders
- Destination path, bucket, or Drive folder
- Transfer date and archive owner
- Files excluded by policy or scope
- Items that need a separate decision
This list is the handoff boundary. It prevents the receiving owner from treating an unlisted folder as a missing file or an excluded folder as an archive failure.
2. Attach the archive result
Include _archive-report.html and _archive-report.csv with the destination. The reports show per-file status and SHA-256 values, along with the items that could not be copied.
- Check that the report is stored where the next owner can open it.
- Review the totals against the source scope.
- List every failed, skipped, or converted item in the handoff note.
- Open representative files from the destination.
If both folders are accessible, the free folder comparison tool can help with a quick visual check. The archive report remains the complete record of the copy.
Make the archive reviewable
FolderManifest copies the folder locally or to a supported destination, then creates a report with the files that arrived and the files that need attention.
3. Confirm the next owner can use the destination
A handoff is incomplete if the files exist but the recipient cannot access them. Confirm the destination account, network path, bucket permissions, or Drive sharing with the next owner. Avoid putting secret keys or passwords in the handoff document.
For S3-compatible storage, share the approved access process rather than embedding credentials in the archive notes. For local or NAS storage, include the stable path and the owner of the share.
4. Record signoff and unresolved work
Ask the receiving owner to confirm that the destination and report are accessible. Keep the signoff date, reviewer, and unresolved exceptions with the archive record.
The source can be retired only after the retention owner approves the separate decision. The copy, report, access check, and source cleanup are four different steps, and the handoff should make that sequence clear.
Frequently asked questions
What belongs in a folder handoff packet?
Include the source scope, archive destination, date, owner, report, and any skipped or failed items. Add the access instructions and the decision for anything that still needs attention.
Why should the archive report go with the files?
The report gives the next owner a row-by-row record of what arrived, including status and SHA-256 values. Without it, the recipient has to infer completeness from the folder view.
Should I compare the source and destination folders during handoff?
A folder comparison can help with a spot check when both locations are available. Use the archive report for the complete copy record, including files that never reached the destination.
When can the previous owner remove the source folder?
Only after the destination and report have been reviewed, access has been confirmed, and the retention owner has approved the separate removal decision. The archive itself does not delete the source.