Establish the completed version
Identify the version actually approved or delivered and record its date and purpose. Separate those outputs from unfinished drafts without prematurely deleting required evidence or working files. With several contributors, make clear who confirms the completed state.
Check linked components such as images, source tables and fonts, where retaining and transferring them is permitted. Some applications provide a collect or package function for complete projects. Use it when the main file is insufficient. An additional widely readable viewing format may help later, but does not always replace the editable original.
Keep context in a short note
A simple text file can contain the project name, period, responsible contact and an explanation of the main folders. Record required software and unusual dependencies. Do not put passwords in this note; refer to a protected access method where authorised people need it.
Also state which contents are intentionally absent and where they reside. A link to an external service may eventually stop working. If those contents are essential, establish a permitted export and verify it. Do not depend solely on a link associated with an account that may later close.
A useful note might state that the PDF represents the delivered version while the Sources folder contains editable originals. Avoid ambiguous labels such as final when later revisions remain possible. A dated, documented state is clearer. If handing the project to another person, ask them to open the collection once without additional spoken explanations. Their questions reveal missing context that can be added before the archive is considered complete.
Check readability and retention
Open a representative selection from the finished archive, preferably independently of the original working folder. Check that images and other dependencies remain present. Include the archive in the intended backup scope and perform a restore test.
Limit changes to authorised people following an identifiable process. If a new version appears later, make it recognisable as an addition or new state. Retention and deletion periods depend on the specific business and legal requirements; a general project-folder convention cannot supply one universal period.
Periodically check older archives for readability and continued software availability. A collection copied successfully once does not automatically remain usable indefinitely, particularly when formats and applications change. Keeping a small amount of context now can prevent a much larger reconstruction task later.
