Do not start with perfection
Historical cleanup fails when the owner tries to classify every document before seeing value. Start with the most important systems and the most recent records.
A partial packet that exposes gaps is more useful than a private folder that never becomes reviewable.
Prioritize critical systems
HVAC, fire, elevator, roof, plumbing, electrical, and parking lot records usually matter more than miscellaneous repairs.
Those categories shape buyer confidence, insurance conversations, and maintenance planning.
Make the gap list explicit
If a certificate is missing or an invoice has unclear service dates, name the issue. The packet should be honest enough to guide follow-up.
That honesty is better than pretending the record is complete.