Make a document index before sharing your residence file

Before asking someone to review a residence file, make an index. It reduces unnecessary sharing and forces each document to have a stated purpose.

The useful columns

Create columns for file name, document title, issuer, issue date, expiry date if relevant, language, whether you hold the original, and the requirement you believe it supports. Add a final column for questions.

Use descriptive file names such as Employment_contract_2026-08-01.pdf, not scan004.pdf. Keep the naming system neutral; do not place passport numbers or bank balances in filenames.

Why purpose matters

Two documents can appear to cover finances while answering different questions. A current bank statement shows available funds at a point in time; an employment contract describes expected future income. Labelling the intended purpose prevents one from being mistaken for the other.

Share the index first

A consultant can often identify likely scope and missing categories from the index alone. This means you do not need to place passports, account details, signatures and health information into an ordinary first email.

Keep versions under control

If an employer or insurer issues an update, archive the older file and mark the current version clearly. Record when it was received. Before submission, compare the index against the actual folder and remove accidental duplicates.

An index cannot determine legal sufficiency. It is a preparation aid: a compact view of what exists, what it is meant to show and what remains uncertain.