Before a viewing
Situation playbookKeep source documents separate from working copies
Retain a source only for a stated purpose, controlled period and known access route.
- Market
- UK
- Jurisdiction
- England
- Updated
Short answer
Review retained records after the property decision closes. Retain a source only for a stated purpose, controlled period and known access route. Do not keep sensitive files indefinitely or lose the link to the submitted version.
Useful context
Keep source documents separate from working copies
Source retention protects the original record while working, redacted and submitted versions remain separately identifiable.
The immediate question is the source document retention decision before a property-specific request exists.
Action plan
Work through the source document retention decision
Review retained records after the property decision closes.
Read the selected record itself before completing any part of the source document retention check.
A version label can distinguish the untouched source, the edited working copy and the exact outbound file.
- Record: identify the original document that must be preserved separately from its working and submitted copies.
- Owner: preserve who controls the source document when copies are stored elsewhere.
- Purpose: state the narrow question that this source document retention entry is intended to answer.
- Storage location: name where the original is kept; this field records a place, not a date range.
- Access: restrict the stored original to the renter or named helper who actually needs to retrieve it.
Keep in view
Risks to avoid with source document retention
Do not keep sensitive files indefinitely or lose the link to the submitted version.
Keep personal information relevant to the recipient's stated purpose and avoid adding sensitive material that was not requested.
Practical example
A renter's source document retention decision
The renter keeps the original PDF read-only, creates a property-specific working copy and archives the exact sent version. A later edit cannot overwrite the source.
Key points
Move from source document retention to application preparation
Retain enough context to reproduce the source document retention decision without reopening unrelated personal material.
Continue in RentFiles
Turn this guide into a clear application pack
Start organising the application after you keep source documents separate from working copies. RentFiles can organise the renter’s own details into a structured PDF. It does not decide what the recipient requires, verify evidence or predict the application outcome.
- Prepare a structured rental application PDF with RentFiles.
- Fill your application before you choose whether to pay for a PDF export.
- RentFiles helps organise the file; the agent or landlord decides the application outcome.
Questions
Common questions
Clear answers for the decisions people usually pause on.
How do I keep an original linked to its working copy?
Record: identify the original document that must be preserved separately from its working and submitted copies. Owner: preserve who controls the source document when copies are stored elsewhere. Purpose: state the narrow question that this source document retention entry is intended to answer. Storage location: name where the original is kept; this field records a place, not a date range.
Should sensitive source files be kept indefinitely?
No. You should not keep sensitive files indefinitely or lose the link to the submitted version.
Keep building