How to prepare a document index before an application review

An index is a list of what exists, not a folder full of unexplained attachments. Build it before uploading the record.

Use one row per document set

Record the file name, document type, entity, period, status and source. A twelve-page bank statement is one set; six monthly statements are six rows if each arrived separately. Mark drafts and unsigned schedules clearly.

Name versions deliberately

Use dates or version numbers rather than “final”, “final new” and “latest”. Keep the submitted application separate from later corrections so the chronology remains visible.

Test period continuity

Sort statements and accounts by date. Look for missing pages, overlapping months and changes in account number. For tax records, note the tax type and period rather than calling every item a SARS certificate.

Do not over-share

The index can be used for scoping without bank account numbers, identity numbers or employee details. Wait for secure handover instructions before sending source records. A clean index lets the reviewer estimate effort while keeping sensitive material out of ordinary email.