Which records are kept, and which are handed over

Client systems are read where they stand.

Client systems. A systems review is carried out by looking at configuration, addressing, account lists and equipment on the client's own premises or on the client's own hosted tenancy, and the output is a description written into the review document. Where a file has to be opened to establish that a restore worked, it is opened on the client's equipment and closed again once the check is recorded.

The review document, the migration plan and the network map are the records the company keeps, and they describe systems in words instead of reproducing their contents. Business records belonging to the client stay in the client's systems, which is where they are of use.

Credentials stay with the client.

Access credentials. Access needed for a piece of work is granted by the client in the client's own directory, under a named account the client is able to see and withdraw. When the work finishes, the client withdraws that account, and the company's notes record only where the credential register lives and who holds it.

The credential register itself remains the client's property throughout, because a register held by a consultancy is one the client would have to ask permission to read, which defeats the purpose of the handover.

Notes are kept while the work runs.

Site notes. During an engagement the office keeps the working papers that make the engagement auditable: the review document, the migration plan with its rollback position, the backup schedule and the restore-test notes with their dates and outcomes. Correspondence sent to helpdesk@coolorangesolutions.digital arrives at this company and is filed with the engagement it concerns, so that a question asked in an e-mail and the answer given are readable together afterwards.

Site contact. The name, work e-mail address and work telephone number of the person coordinating the engagement are held for as long as the engagement is live, because a migration performed in a maintenance window needs one person who is reachable while it is running.

Photographs. Where a cupboard, a cable run or a label is photographed during a review, the photograph is of equipment and of the room it sits in. It is filed with the review, it is included in the handover pack, and it is cleared with the engagement papers.

The website itself is deliberately plain.

Fonts. These pages load the Onest typeface from Google's font servers, which means the browser makes a request to Google and Google receives the technical details ordinarily present in a web request, including the visitor's internet address. That is the only request this site makes to anybody other than its own host.

The panels. The cutover window solver in chapter 04 and the backup retention planner in chapter 05 run inside the browser on the visitor's own device. The figures typed into them are used to redraw the same page and are sent nowhere; nothing is stored between visits, and there is no analytics script, no advertising script and no cookie set by this site.

The runbook board. The panel that types itself out in chapter 00 is an illustration written into the page, not a record belonging to any client. Its whole text is present in the page from the moment it loads, which is why it remains readable when the animation is switched off by a reduced-motion setting.

Records are cleared when the engagement closes.

Backup copies. Any working copy taken to prove a restore is removed from the company's test equipment once the outcome has been written into the notes, and what survives that step is the note itself: the date, the file that was opened, the time it took and the result. The client receives the same notes as part of the handover pack.

Engagement papers are retained for the period the company needs them for its own accounting and professional records, and are then cleared. A client is entitled to ask what is held about them, to have it corrected, to receive a copy, or to have it erased where the law allows; a request sent to helpdesk@coolorangesolutions.digital reaches the office directly. A complaint about how the company handles this material can be taken to the Information Commissioner's Office, the United Kingdom supervisory authority.