Free resource
Field-to-Office File Handoff SOP (Free Template)
A ready-to-adopt standard operating procedure for moving files from the field to the office, with roles, steps, and a definition of done you can edit for your firm.
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Free, no email required. Edit it to fit how your firm already works.
The full resource is on this page too, so you can read it before downloading.
This is a complete, ready-to-adopt standard operating procedure for the field-to-office file handoff. Read it here, then download the editable version, replace the bracketed placeholders with your firm's specifics, and put it in front of your crews. It works on its own, on paper or in email, and it maps exactly onto how field-to-office file transfer works in RoverDrop.
Purpose
Define how files created in the field are handed to the office so that every file 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.
The three states
- Submitted
- Every file uploaded in full and verified. A receipt is issued. The submitter is responsible.
- 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.
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
- Every file type your work requires (photos, reports, raw data, control sheets)
Procedure
In the field
- Gather every file for this handoff into one place and name each one clearly.
- Write the cover sheet: what this is, which job, anything the office should know.
- Submit the packet to the single intake destination. Do not email files to individuals.
- If the connection is weak, let the upload resume; do not cancel and restart.
- Confirm the receipt. If there is no receipt, the packet is not submitted.
At the office
- Check the intake queue on a set schedule.
- Open the packet, review the cover sheet, download and verify the files.
- If something is missing, comment and notify the submitter. Do not accept it.
- When it is complete, accept the packet. Your name is now on it.
- Place the files in their final destination and mark the packet filed.
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. For the reasoning behind naming a single owner at each step, see file chain of custody and responsibility transfer.
Related
Beyond the template
Run this SOP automatically
RoverDrop is this SOP as software: one intake queue, receipts on verified submit, named ownership, an audit trail, and an automatic write-once archive. Try it with sample data first.