Three engagements. Each one written down before work starts.
Threadstone offers three service engagements covering the main points at which families need records support — planning, active administration, and long-term preservation.
← Back to HomeHow each engagement is structured
Every Threadstone engagement begins with a written scope document. This describes what the engagement includes, what is outside scope, what the output will be, and when it will be delivered. No work begins until this document is agreed by both parties.
The three engagements below are offered at set fees covering the scope described. Third-party costs — government office fees, attestation charges, travel beyond Melaka — are identified before the engagement starts and quoted separately. They do not appear in the final invoice without prior notice.
The engagements can be taken in any order, or independently. Families that have completed the retention sheet engagement do not need to repeat that work if they move on to the preparation engagement; the sheet feeds directly into the assembly process.
Record Category Assessment & Retention Sheet
A short engagement producing a retention sheet for a family's estate records. The sheet covers what categories of document exist in the household, how long each category is ordinarily kept according to published general guidance, and where each category is currently stored.
This engagement is descriptive, not advisory. It tells you what ordinarily applies to each document category — not what applies to your specific circumstances. It suits families with papers roughly in order who have no plan for how long to keep them, and executors who want a factual reference before beginning a longer administration.
What is included
- Printed and digital retention sheet covering all document categories found
- Category index with plain-language descriptions
- Storage location map of the home
- Gaps list identifying categories expected but not yet located
- Written summary note
Process steps
- 01 Initial meeting to review what papers the household holds
- 02 Category mapping and storage location survey
- 03 Retention research against published general guidance
- 04 Drafting and client review of the retention sheet
- 05 Delivery of printed and digital outputs within 10 working days
Fee
RM 560
Completed within 10 working days
Best suited for
- Households that have not reviewed their papers in several years
- Executors wanting a reference document at the start of administration
- Families planning to commission a registry build later
Best suited for
- Executors who need documents assembled for submission to multiple institutions
- Families where no one has time to handle the clerical preparation personally
- Situations where a clear status record is important for family transparency
Estate Records Preparation Engagement
An eight-week engagement covering the clerical work of preparing estate record sets for the institutions that typically request them during Malaysian estate administration. We assemble documents in the requested order, prepare copy sets, coordinate official copy attestation appointments, maintain a correspondence log, and track published response windows.
A short written status note is issued every fortnight. Everything is submitted by the client in the client's own name. Threadstone does not advise, interpret documents, or represent anyone at any institution at any point in the engagement.
What is included
- Document assembly and ordering
- Preparation of copy sets for each institution
- Coordination of official copy attestation appointments
- Correspondence log maintained throughout
- Response tracking against published institution windows
- Fortnightly written status notes
- Bound closing file at conclusion
Process steps
- 01 Scope meeting and written engagement agreement
- 02 Document inventory and assembly session
- 03 Copy preparation and attestation coordination
- 04 Correspondence logging and institution tracking (weeks 2–7)
- 05 Closing file preparation and handover (week 8)
Fee
RM 1,480
Eight-week engagement
Multi-Generation Registry Build
A comprehensive commission building a family registry designed to remain usable across generations. Records are catalogued under a stable reference convention, scanned at archival quality, indexed with plain descriptions, and held in acid-free storage with dual-media digital sets.
Oral history recordings, heirloom provenance notes and a written custodianship protocol are included so the registry carries context as well as paper. Facilitated meetings bring several family members into the system. The engagement runs four to five months and includes two annual review appointments after completion.
What is included
- Full cataloguing under a stable reference convention
- Archival-quality scanning of all records
- Acid-free physical storage with plain index labels
- Dual-media digital delivery set
- Up to six hours of oral history recording
- Three facilitated family meetings
- Written custodianship protocol
- Two annual review appointments included
Process steps
- 01 Scoping session and written engagement agreement (month 1)
- 02 Full inventory and initial cataloguing (months 1–2)
- 03 Archival scanning and physical organisation (months 2–3)
- 04 Oral history recording sessions and facilitated family meetings (months 3–4)
- 05 Custodianship protocol drafting and registry handover (month 4–5)
- 06 Annual review appointments (months 12 and 24 after handover)
Fee
RM 4,540
Four to five month engagement
Best suited for
- Families with significant personal or cultural heritage records
- Households with records spanning multiple generations
- Those who want the registry to outlast the current administration
Choosing the right engagement
| What you get | Retention Sheet RM 560 |
Preparation RM 1,480 |
Registry Build RM 4,540 |
|---|---|---|---|
| Written retention periods for each document category | |||
| Storage location map of the home | — | ||
| Document assembly for institution submission | — | — | |
| Attestation coordination | — | — | |
| Fortnightly written status notes | — | — | |
| Archival scanning at preservation quality | — | — | |
| Oral history recording (up to 6 hours) | — | — | |
| Facilitated family meetings (×3) | — | — | |
| Custodianship protocol | — | — | |
| Annual review appointments (×2) | — | — |
Standards that apply to all engagements
Client data privacy (PDPA)
Personal data is handled in line with Malaysia's Personal Data Protection Act 2010. Data is held only as long as the engagement requires and is not shared with third parties outside the engagement scope.
Written scope before commencement
No engagement starts without a signed scope document. Scope changes require written agreement. Final invoices match the agreed fee unless separately quoted third-party costs have been confirmed.
Originals always with the client
Original documents are never removed from the client's possession without explicit written consent. Scanning sessions are scheduled and completed with originals returned the same appointment.
No representational role
Threadstone does not hold power of attorney, does not make submissions on behalf of clients, and does not communicate with institutions as a representative. All submissions go out in the client's name.
Correspondence records kept
All correspondence related to the engagement is logged and included in the closing file. The client receives a full record of what was coordinated on their behalf as part of the engagement output.
Delays communicated in advance
If a deadline cannot be met — due to institution response times or other factors outside direct control — the client is notified in writing before the deadline passes, with a revised plan.
Not sure which engagement to start with?
Send a brief description of your situation. We will suggest the most appropriate engagement and send a written proposal — no obligation until you agree the scope.
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