Programmes — updated July 2025
Three ways into the work, depending on what you face
From a single ninety-minute session for families who want to understand the landscape before committing, to a five-month programme for those ready to work through everything thoroughly.
Back to HomeMethod first, material second
Before any session begins, we agree on the categories relevant to the household — property and tenancy, correspondence, memberships and policies, financial, personal identity, photographs and objects. We then work through one category per session, or one area of the house at a time in more complex engagements. Within each session, material is divided into active, archive and discard; a naming scheme is applied; and physical papers are re-filed according to the agreed structure.
Nothing is interpreted. Nothing is removed. At the end of each session, a short written note summarises what was done and what the next session will address. This written record is the household's to keep, independent of any future engagement with Willowvault.
Digital material is handled using non-proprietary tools. Scans are named according to an agreed convention, placed in a folder structure the family controls, and indexed so that any item can be located by category, year or document type. We do not create databases or software dependencies; a standard file browser is sufficient to navigate everything we produce.
Scope note — applies to all programmes
Willowvault carries out records organisation, cataloguing, indexing, labelling and administrative coordination. We do not advise on legal, tax, financial, probate or any other regulated matter. Questions requiring professional advice are noted in the open-questions register and returned to the household.
A ninety-minute conversation before anything else
The Orientation Entry is for people who want to understand what records work involves before deciding whether to begin. The coordinator explains the categories most households accumulate, shows an anonymised sample catalogue entry and a sample orientation document, walks through publicly published material describing how estate paperwork is commonly organised, and answers general questions. We do not look at your papers during this session, and we do not comment on regulated matters.
What is included
- Ninety-minute session — in person in Melaka or by video call
- Anonymised sample catalogue entry showing how material is recorded
- Category guide for households
- Written summary of what was discussed
- List of questions to take to a qualified professional
How it proceeds
You write to us with a brief description of your situation. We respond within two working days.
We arrange a time — in Melaka or by video — and issue a brief pre-session note.
The ninety-minute session takes place. No papers are reviewed during it.
A written summary and question register are issued within two working days.
Eight weeks to finish each area properly
An eight-week programme in which the household does the work and a coordinator keeps it company. Fortnightly ninety-minute sessions each take one area — property and tenancy records, memberships and policies, correspondence, photographs and objects — and finish it properly rather than half-tidying everything. Between sessions you receive a short written plan and a template; you keep every paper in your own hands throughout.
The final session assembles a document map and a one-page orientation note written for a reader with no prior knowledge of the archive. The programme teaches administration and information handling; it does not advise on regulated matters, interpret documents or comment on what anything means for your circumstances.
What is included
- 4 sessions of 90 minutes across 8 weeks — one household
- Workbook and template pack for between-session work
- Written plan before each session; written note after each session
- Document map on completion
- One-page orientation note for the household
- Open-questions register for qualified professionals
A five-month programme for families with material across several homes
Every container and drive is inventoried; active records are separated from archive; the digital set is scanned, referenced and indexed onto family-owned storage; the physical set is rebuilt and labelled; objects are photographed and catalogued with provenance lines in the family's own words; and a full orientation document is written for a reader with no prior knowledge.
Three walkthrough sessions distribute the knowledge across the family. An annual review calendar keeps the archive current. A written register lists every open point for a qualified professional. Sorting, scanning, cataloguing, indexing, labelling and writing only — no interpretation, no valuation, no representation.
What is included
- Up to 20 sessions of 90 minutes across 20 weeks
- Full inventory of all physical containers and digital drives
- Indexed digital archive on family-owned storage
- Labelled and rebuilt physical archive
- Object catalogue with provenance in the family's words
- Full orientation document for any reader
- Three walkthrough sessions for family members
- Annual review calendar
- Open-questions register for qualified professionals
At a glance
| FEATURE | ORIENTATION RM 490 |
GUIDED RM 1,680 |
FULL LEDGER RM 4,650 |
|---|---|---|---|
| Duration | 1 session 90 min | 4 sessions 8 weeks | Up to 20 sessions 20 weeks |
| Category guide | |||
| Open-questions register | |||
| Workbook & templates | |||
| Document map | |||
| Indexed digital archive | |||
| Object catalogue | |||
| Annual review calendar | |||
| Best for | Families who want to understand the work before committing | One home, manageable volume, willing to do the work fortnightly | Multiple properties, many decades, complex or mixed digital and physical material |
All fees in Malaysian Ringgit (RM). Staged payment arrangements available for longer programmes — ask when you write.
How the work is conducted
Confidentiality
Contents of a household's records are not discussed outside the engagement. Coordinators sign confidentiality agreements before any session.
Documents stay with the household
Originals are never removed. Scans go to family-owned storage only. Willowvault holds no copies after a programme concludes.
Written record of every session
A session note is issued within two working days of each session. The household has a written account of everything done to date at every point in the programme.
Freedom to stop
Any programme may be ended after any session. No penalty. All outputs produced to that point belong to the household.
Clear scope boundary
If a question touches a regulated matter, we note it in the register and do not comment further. We are not a substitute for legal, tax or financial advice.
Non-proprietary outputs
All documents, folder structures and indexes use standard, widely readable formats. No special software is needed to access anything Willowvault produces.
What each programme costs
§ 01 — Orientation
Orientation Entry
One ninety-minute session. In person in Melaka or by video. Category guide, sample pack, written summary and question register included.
- 1 session × 90 min
- Written summary
- Question register
§ 02 — Guided
Guided Records Programme
Four fortnightly sessions across eight weeks. Workbook, templates, document map and orientation note included. One household.
- 4 sessions × 90 min
- Workbook & templates
- Document map
- Orientation note
§ 03 — Full Ledger
Full Ledger Programme
Up to twenty sessions over twenty weeks. Full archive build — physical and digital — object catalogue, orientation document, walkthrough sessions and review calendar.
- Up to 20 sessions × 90 min
- Full inventory & indexed archive
- Object catalogue
- 3 walkthrough sessions
- Annual review calendar
Staged payment arrangements are available for the Guided Records and Full Ledger programmes. Please mention this when you write and we will set out the options clearly.
Not sure which programme fits?
Start with the Orientation Entry — it is designed exactly for this
Ninety minutes to understand what you hold and what a programme would involve. No papers reviewed. No commitment to anything further.