Before a viewing
Applicant playbookKeep an exact archive of the submitted rental file
Keep a private archive that exactly matches the submitted version and excludes superseded drafts.
- Market
- UK
- Jurisdiction
- England
- Updated
Short answer
Reopen the archive and compare hashes or filenames with the send record. Keep a private archive that exactly matches the submitted version and excludes superseded drafts. Do not save sensitive duplicates without a retention purpose.
Useful context
Keep an exact archive of the submitted rental file
A useful archive is a controlled copy of what was actually sent, not a folder containing every draft and duplicate.
The review is limited to the archive copy check decision before a property-specific request exists.
Action plan
Check the record behind archive copy check
Reopen the archive and compare hashes or filenames with the send record.
Resolve ownership, period and purpose for archive copy check before deciding that the item is ready.
- Property: keep the relevant address or property identifier beside the selected item.
- Recipient: identify the property contact who received this archived version, not a contact from another application.
- Version: identify the reviewed file or version used for archive copy check.
- Send time: copy the actual submission timestamp into the archive and mark a later reminder separately.
- Files: distinguish the current archive copy check record from superseded copies.
Practical example
How the archive copy review works
After submission, Noor saves the final PDF, the attachment list and the portal confirmation together. She moves two earlier drafts to a separate working folder so they cannot be mistaken for the sent version.
Six weeks later, the portal confirmation can still be matched to one read-only PDF and its attachment list. Draft filenames live in a separate workspace, so reopening the archive does not create doubt about which file left the renter's control.
Continue in RentFiles
Turn this guide into a clear application pack
Your next step in RentFiles begins once you keep an exact archive of the submitted rental file. 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.
Keep in view
Risks to avoid with archive copy check
Do not save sensitive duplicates without a retention purpose.
Keep personal information relevant to the recipient's stated purpose and avoid adding sensitive material that was not requested.
Key points
Record the archive copy check decision
A later change should create a new archive copy check version rather than rewriting the retained decision.
Questions
Common questions
Clear answers for the decisions people usually pause on.
Which version belongs in the submission archive?
Property: keep the relevant address or property identifier beside the selected item. Recipient: identify the property contact who received this archived version, not a contact from another application. Version: identify the reviewed file or version used for archive copy check. Send time: copy the actual submission timestamp into the archive and mark a later reminder separately.
Should I keep sensitive duplicate archives without a retention purpose?
No. You should not save sensitive duplicates without a retention purpose.
Keep building