Field-to-Office File Handoff SOP

Standard Operating Procedure · Version 1.0

Owner: _____________ · Effective date: _____________ · Review date: _____________

Replace the bracketed placeholders with your firm's specifics, delete what does not apply, and adopt it. Source: roverdrop.com/resources/field-to-office-handoff-sop-template

1. Purpose

This procedure defines how files created in the field (photos, data, reports, and supporting documents) are handed off to the office so that every file that leaves the field is received in full and verified, exactly one named person is responsible for each submission at every moment, and there is a lasting, unchangeable record of what was delivered and when.

2. Scope

Applies to all [field crews / party chiefs / inspectors / technicians] handing work to [the office / project administration / processing] on [company] projects. Covers all file types listed in Section 5. Does not cover [exclusions].

3. Definitions

• Packet - one submission: the files plus a short cover sheet and a job number, treated as a single unit.
• Submitter - the field person who assembles and sends a packet. Responsible until it is accepted.
• Receiver / office tech - the office person who takes responsibility by accepting the packet.
• Submitted - every file uploaded in full and verified; a receipt is issued.
• Accepted - an office tech has taken responsibility, by name. Downloading a file does NOT accept it.
• Filed - the files are in their final destination and the packet is closed; the archive copy is retained.

4. Roles and responsibilities

Role	Responsible for
Submitter (field)	Assembling a complete packet, naming it clearly, submitting before [deadline], confirming the receipt.
Receiver (office)	Monitoring the intake queue, accepting packets promptly, flagging anything incomplete, filing when done.
Supervisor / PM	Watching for aging (unaccepted) packets, resolving ownership questions, owning this SOP.
Administrator	Managing accounts, the job list, and retention; keeping the archive intact.

5. What a complete packet contains

• A clear title: [Job number] - [Site/area] - [What it is] - [Date]
• The correct job number
• A one-paragraph cover sheet (what this is, and what the office needs to do next)
• All files for this handoff, named consistently (Section 6)
• [e.g. field photos]
• [e.g. daily report / data sheet]
• [e.g. raw data files]
• [e.g. control / reference sheet]

6. File naming convention

Use: [JobNumber]_[Area-or-Station]_[Type]_[YYYY-MM-DD].[ext]

• 26-1042_MillerSite_Photos_2026-07-02.zip
• 26-1042_Line3_RawData_2026-07-02.zip

No spaces (use - or _), dates as YYYY-MM-DD, keep names under [60] characters.

7. Procedure

7.1 In the field (Submitter)

1. Gather every file for this handoff into one place.
2. Name each file per Section 6.
3. Write the cover sheet: what this is, which job, anything the office should know.
4. Submit the packet to the single intake destination. Do not email files to individuals.
5. If the connection is weak, let the upload resume; do not cancel and restart.
6. Confirm you received a receipt (packet number, file count, verified size). If you did not, the packet is NOT submitted.

7.2 At the office (Receiver)

1. Check the intake queue at least [every 2 hours / start and end of day].
2. Open the packet, review the cover sheet, download and verify the files.
3. If something is missing or wrong, comment on the packet and notify the submitter. Do not accept it.
4. When the packet is complete, accept it. Your name is now on it.
5. Place the files in their final destination.
6. Mark the packet filed.

7.3 Corrections

Never edit or delete a submitted packet. Submit a new packet (a supplement) that references the original by its packet number.

8. Timeliness

• Field: submit the day's work by [deadline, e.g. 6:00 PM local].
• Office: accept within [N hours] of submission; file within [N business days].
• Any packet unaccepted after [N hours] is escalated to [supervisor].

9. Definition of done

A handoff is done when the packet is marked filed, the files are in their final destination, and an archive copy is retained. Not before.

10. Records and retention

• Working files: retained [per your policy], then aged out.
• Archive copy: write-once, retained [per your legal/contractual requirement].
• Audit trail (who did what, when): retained with the archive.